Privacy Policy

PRIVACY POLICY

This Privacy Policy (“Policy”) describes how Middle Oak Management LTD (“Company,” “we,” “us,” or “our”) collects, uses, and discloses personal information when you use our website (the “Website”). By accessing or using the Website, you consent to the collection, use, and disclosure of your personal information as described in this Policy.

Our contact details : 

Name: Middle Oak Management Ltd 

Address:                    28  Washington Avenue, Middleton St George, DL2 1HE

E-mail:                       richard.wright@middleoakmanagement.co.uk

                                   vanessa.hart@middleoakmanagement.co.uk

 We currently collect and process the following information:- 

Shareholders and resident’s name  

Shareholders and resident’s address 

Shareholders and resident’s phone numbers and email addresses where correspondence has been entered into. 

Bank references assigned by the shareholder & financial details regards payment of estate fees only 

How we get the personal information and why we have it:- 

Most of the personal information we process is provided to us directly by you for one of the following reasons: 

• To enable us to collect the estate management fees 

• To enable us to update the estate shareholders list 

• To enable us to communicate with shareholders regarding AGM dates and ongoing maintenance. 

• To communicate on matters regarding estate rules 

• To enable us to provide information to conveyancing solicitors during property transfers 

 We use the information that you have given us in order to:- 

• Monitor that estate management fees payments are being paid correctly and on time. 

• To update the shareholders list when properties change ownership 

• To issue newsletters regarding AGM dates, and ongoing estate projects. 

• To contact you if necessary on matters relating to estate rules. 

• To enable the sale and purchase of properties on the estate.

We may share this information with:- 

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:  

• We have a legal obligation to share information with Companies House. 

• We have a contractual obligation to share financial information with our accountants. 

• We have a contractual obligation to share legal information with our solicitors. 

How we store your personal information:- 

• Your information is securely stored on a cloud based system.  

• We need to keep financial and personal information for 10 years after you no longer live on the estate 

• We will then dispose of your information by deleting data from the cloud or shredding documents. 

Under data protection law, you have rights including: 

Your right of access –  

You have the right to ask us for copies of your personal information.  

Your right to rectification –  

You have the right to ask us to rectify personal information you think is inaccurate.  You also have the right to ask us to complete information you think is incomplete.  

Your right to erasure –  

You have the right to ask us to erase your personal information in certain circumstances.  

Your right to restriction of processing –  

You have the right to ask us to restrict the processing of your personal information in certain circumstances.  

Your right to object to processing –  

You have the the right to object to the processing of your personal information in certain circumstances. 

Your right to data portability –  

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. 

You are not required to pay any charge for exercising your rights.  

If you wish to make such a request, we have one month to respond to you. 

Please contact us at :- 

Middle Oak Management Ltd 

28 Washington Avenue,   

Middleton St George,   

DL2 1HE

How to complain:-  

If you have any concerns about our use of your personal information, you can make a complaint  to us at Middle Oak Management Ltd , 28 Washington Avenue, Middleton St George, DL2 1HE   

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:             

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow Cheshire SK9 5AF 

Helpline number: 0303 123 1113 

ICO website: https://www.ico.org.uk 

1. Information We Collect

a. Personal Information: When you visit or interact with the Website, we may collect certain personal information, such as your name, email address, contact information, and any other information you voluntarily provide to us.

b. Automatically Collected Information: We may also automatically collect certain information about your device, browsing actions, and patterns when you visit the Website, including IP address, browser type, referring/exit pages, and operating system. This information helps us analyse trends, administer the Website, and improve our services.

2. Use of Personal Information

We may use the personal information we collect for the following purposes:

a. To provide and improve our services, including responding to your inquiries and fulfilling your requests; b. To personalize and enhance your experience on the Website; c. To send you promotional and marketing communications that we believe may be of interest to you; d. To communicate with you about important updates or changes to the Website or our services; e. To detect, investigate, and prevent fraudulent or unauthorized activities; f. To comply with applicable laws, regulations, or legal processes.

3. Disclosure of Personal Information

We may disclose your personal information to third parties in the following circumstances:

a. Service Providers: We may share your personal information with third-party service providers who assist us in operating the Website or providing services to you. These service providers are authorized to use your personal information only as necessary to provide services to us.

b. Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of the transaction.

c. Legal Compliance: We may disclose your personal information if required by law, regulation, or legal process, or if we believe it is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.

4. Data Security

We implement reasonable security measures to protect the personal information we collect and maintain. However, please note that no method of transmission or storage is completely secure, and we cannot guarantee the absolute security of your personal information.

5. Your Rights and Choices

You have the right to access, correct, or delete your personal information. You may also have the right to object to or restrict certain processing of your personal information. To exercise these rights, please contact us using the contact information provided below.

6. Third-Party Websites

The Website may contain links to third-party websites or services that are not owned or controlled by Company. This Privacy Policy does not apply to such third-party websites or services. We encourage you to review the privacy policies of those third parties before providing any personal information.

7. Children’s Privacy

The Website is not intended for use by individuals under the age of 13. We do not knowingly collect personal information from children under the age of 13. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us, and we will take steps to delete such information.

8. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with a revised “Last Updated” date. We encourage you to review this Policy periodically for any updates or changes.

– Last updated 24/4/2025