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Privacy Policy

Rubican Ltd

 

1. Who We Are

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Rubican Ltd (“we”, “us”, “our”) is a property block management company providing services to Leaseholders, Freeholders, Resident Management Companies (RMCs), Right to Manage Companies (RTMs) and Developers. For the purposes of data protection law, we act as a data controller and in some cases, a data processor depending on the nature of our appointment.

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Registered Office : 1 - 7 Park Road, Caterham, Surrey. CR3 5TB

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Contact Email : admin@rubican.co.uk

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2. What Information We Collect

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We may collect and process the following personal data :

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  • Leaseholder and resident details (name, address and contact details)

  • Property information (unit number, tenure and lease details)

  • Financial information (service charges, reserve funds, payments and arrears)

  • Contractor and supplier details

  • Identification documents (where required for legal or compliance purposes)

  • Correspondence and records of communication

  • Complaints and dispute records

 

3. How We Use Your Information

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We use your data to :

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  • Manage residential developments and communal areas

  • Administer and collect service charges and ground rent (if applicable)

  • Arrange maintenance, repairs and inspections

  • Communicate with leaseholders, residents and freeholders

  • Instruct contractors and manage works

  • Comply with legal and regulatory obligations

  • Maintain accurate records for property management

 

4. Major Works & Section 20 Consultations

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As part of our block management services, we process personal data in connection with major works and statutory consultation procedures, including those carried out under Section 20 of the Landlord and Tenant Act 1985.

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This may include :

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  • Issuing Notices of Intention, Estimates and Awards of Contract

  • Sharing relevant leaseholder details where required for consultation

  • Maintaining records of observations and responses from leaseholders

  • Communicating with nominated contractors and professional advisers

  • Retaining documentation relating to major works projects

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We process this information to :

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  • Comply with legal obligations

  • Ensure proper consultation with leaseholders

  • Manage and deliver works to the building

 

5. Legal Basis for Processing

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We process personal data under the following lawful bases :

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  • Contractual necessity – to fulfil management agreements

  • Legal obligation – including landlord and tenant legislation, health & safety and accounting requirements

  • Legitimate interests – for effective property and building management

  • Consent – where required (e.g. certain communications)

 

6. Sharing Your Information

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We may share your data with : 

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  • Freeholders, landlords, Resident Management Companies (RMCs) and Right To Manage Companies (RTMs)

  • Contractors, surveyors and maintenance providers

  • Accountants, solicitors and managing agents

  • Local authorities, regulators and statutory bodies

  • Software providers and IT systems used in property management

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Data is only shared where necessary and in accordance with legal obligations.

 

7. Leaseholder & Building Management Data

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As a block management company, we process data relating to :

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  • Leaseholder registers and ownership records

  • Service charge accounts and financial contributions

  • Building compliance (fire safety, insurance, health & safety)

  • Communal area usage and management

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This data is essential for the proper operation, maintenance and legal compliance of the building.

 

8. International Transfers

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Your data is primarily stored in the UK.
Where data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.

 

9. Data Security

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We implement appropriate technical and organisational measures to protect personal data, including :

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  • Secure systems and access controls

  • Data encryption where appropriate

  • Restricted access to authorised personnel only

 

10. Data Retention

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We retain personal data only for as long as necessary, including :

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  • Duration of management appointment

  • Legal, accounting and regulatory requirements

  • Ongoing or potential disputes

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Records relating to major works and Section 20 consultations may be retained for extended periods where required for legal or evidential purposes.

 

11. Your Rights

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Under UK data protection law, you have the right to :

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  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure (where applicable)

  • Restrict or object to processing

  • Request transfer of your data

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

 

12. Cookies

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Our website may use cookies to :

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  • Improve functionality and user experience

  • Analyse website traffic

  • Support essential website operations

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You can control cookies through your browser settings.

 

13. Third-Party Links

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Our website may contain links to external websites.
We are not responsible for their privacy practices.

 

14. Changes to This Policy

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We may update this Privacy Policy from time to time.
Please check this page regularly for updates.

 

15. Contact Us

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If you have any questions about this policy or how your data is handled, please contact :

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Rubican Block Management

The Officers Mess

Coldstream Road 

Caterham

Surrey

CR3 5QX

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Email : admin@rubican.co.uk

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Telephone : 01883 789013

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