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Last updated: October 22, 2024
1. Introduction
This Cookie Policy explains how Hillgate Management ("we", "us", or "our") uses cookies and similar technologies on our Landlord Engage Portal. By using the Portal, you consent to the use of cookies as described in this policy.
2. What are Cookies?
Cookies are small text files that are placed on your device when you visit a website. They are widely used to make websites work more efficiently and provide information to the website owners.
3. How We Use Cookies
We use cookies for the following purposes:
3.1 Essential Cookies: These are necessary for the operation of our Portal. They enable core functionality such as security, network management, and accessibility.
3.2 Analytical/Performance Cookies: These help us to count the number of visitors and to see how visitors move around our Portal when they are using it. This helps us to improve the way our Portal works.
3.3 Functionality Cookies: These are used to recognise you when you return to our Portal. This enables us to personalise our content for you and remember your preferences.
3.4 Targeting Cookies: These record your visit to our Portal, the pages you have visited and the links you have followed. We may use this information to make our Portal more relevant to your interests.
4. Types of Cookies We Use
4.1 Session Cookies: These are temporary and are erased when you close your browser.
4.2 Persistent Cookies: These remain on your device until you erase them or they expire.
5. Third-Party Cookies
Some cookies may be set by third parties when you visit our Portal. These third-party cookies are not in our control. You can check the third-party websites for more information about these cookies.
6. Managing Cookies
6.1 Most web browsers allow you to manage cookies through their settings preferences. However, limiting cookies may affect your experience on our Portal.6.2 To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
7. Changes to This Cookie Policy
We may update this Cookie Policy from time to time. We will notify you of any changes by posting the new Cookie Policy on this page and updating the "Last updated" date.
8. Contact UsIf you have any questions about this Cookie Policy, please contact us at: Info@hillgatemanagement.com
By continuing to use our Portal, you agree to the placement of cookies on your device as explained in this Cookie Policy.
Privacy Notice
This privacy notice is issued by Hillgate Management Limited (company registration number 10200336, collectively referred to as "we", "us" and "our") and relates to our use of any personal data concerning you (referred to as "data") collected by us, where you are a Director or member of a freehold management company, a Director or member of an RTM company, or where you are a freeholder or lessee within a building that we manage. Hillgate Management Ltd specializes in residential property management in Central London. We respect your privacy rights and your rights as a data subject. We will manage and protect your data accordingly whilst it is in our hands in accordance with all applicable data protection legislation and in accordance with this notice.
WHO IS THE DATA CONTROLLER?
We are registered with the Information Commissioner's Office as a data controller under the registration number CSN8907181. We can be contacted at the following address: Hillgate Management Ltd.
5-7 Hillgate Street
London
W8 7SP
Tel: 020 3905 3318
WHO IS THE DATA PROTECTION OFFICER?
We have appointed a Data Protection Officer, who is the point of contact for enquiries relating to how your data is processed. The Data Protection Officer can be contacted at the following address:
B Stevenson LLB
Hillgate Management Limited
5-7 Hillgate Street
London
W8 7SP
Email: ben@hillgatemanagement.com
WHAT IS THE PURPOSE OF DATA PROCESSING?
We require to process your data in order to arrange and administer our services and any related contracts. The purposes of processing your data include:
The legal basis for processing your data are as follows:
• Processing your data is necessary for the arrangement, administration, and performance of contracts between you and us.
• Processing your data is necessary in pursuit of our legitimate interests as a data controller in providing property management services. These legitimate interests do not infringe upon your fundamental rights and freedoms as a data subject.
HOW WILL WE USE YOUR DATA?
We will use your data in the normal course of business to:• Administer your service charges.
• Conduct day-to-day management of your building or individual leasehold.
• Handle claims on your insurance policy.
• Deal with any complaints that you may have.
• Verify your identity.
• Confirm with third parties that you have received services.
• Where we have a legal basis to do so, help us to identify and market products that may be of interest to you. We may use your data, in the course of our business, for the prevention and detection of fraud. Where we suspect fraud, this may entail:
• Sharing your data with public bodies including the Police.
• Undertaking fraud searches.
• Checking your data against fraud prevention databases. Your data will not be used by us for the purposes of any automated decision-making or profiling.
HOW DID WE RECEIVE YOUR DATA?
Your data was submitted to us in order to administer our services, provided either directly from you or as part of a handover from a previous managing agent. Your data was not sourced by us from a publicly accessible source.
WHAT TYPES OF DATA DO WE PROCESS?
The data we hold is limited to your name, address, contact details, information about any insured works, and information that we receive as part of dealings, information requests, administration of services, or complaints made by you. We do not hold or process special categories of data (those relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, sex life or orientation, genetic data, biometric data, or data relating to any criminal convictions or offences).
WILL THIRD PARTIES RECEIVE YOUR DATA? WHAT ARE THEIR INTERESTS?
We may pass your data to specialist firms in the remedial treatment sphere for the purposes of dealing with your property, insurance claims, or resolving accounting queries. We shall not transfer your data to organisations located in countries outside of the United Kingdom. All data processing activities comply with UK GDPR standards.
HOW LONG WILL WE KEEP YOUR DATA?
Your data will be retained only for as long as is required as part of our management agreement at the property and for a statutory 6-year period post any termination. This means that your data will be retained for as long as is necessary to defend against legal claims. Data may be retained for longer periods if required by law or for legitimate business purposes.
WHAT ARE YOUR RIGHTS TO THE DATA?
Right of Subject Access
You can request details of all data we hold about you by submitting a subject access request to the Data Protection Officer at the address provided above. We aim to comply with such a request from you within one month of the request being made. Where we cannot provide you with this information within one month, we shall inform you of this and provide the reasons why this cannot be achieved, at which point we shall have a total of 3 months to comply with this request. In the normal course of business, we shall not charge a fee for a subject access request. However, in the event that you make a subject access request that is manifestly unfounded, repetitive, or excessive, we reserve the right to charge a fee of £10 per request.
Right of Rectification
In the event that your data is incorrect, you have the right to have this rectified by us. In the event that any of your data is incorrect, please contact the Data Protection Officer at the address provided above. We shall not charge a fee for your data to be rectified.
Right of Objection
You have the right to object to our processing of your data. Please note that where we require to continue to process your data for reasons pertaining to management duties, we shall not be required to cease processing your data. In the event that you wish to object to us processing your data, please contact the Data Protection Officer at the address provided above.
Right of Erasure
You have the right to request that we delete your data provided that we no longer require your data, or there is no legitimate legal basis for us to process your data, or we have unlawfully processed your data, or the data must be erased in order to comply with the
law. If you have grounds to request that we delete your data and you wish to do so, please contact the Data Protection Officer at the address provided above. We shall not charge a fee for your data to be deleted from our databases.
CAN A COMPLAINT BE MADE?
If you have any complaints about how we process your data, please contact the Data Protection Officer at the address provided above.In the event that we are unable to resolve your complaint, you have the right to make a complaint to the Information Commissioner's Office if you believe that your information has been mishandled by us.The Information Commissioner's Office can be contacted as follows:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113
COOKIE POLICY
Our website may use cookies to enhance user experience. For more information about our use of cookies, please refer to our separate Cookie Policy available on our website.
UPDATES TO THIS PRIVACY POLICY
This privacy policy may be updated periodically to reflect changes in our data processing practices or legal requirements. We will notify you of any significant changes to this policy.
Last updated: October 16, 2024
1. Definitions
"Hillgate Management" refers to the property management company providing services.
"Landlord" refers to the property owner using the Engage Portal.
"Engage Portal" refers to the online platform provided by Hillgate Management for landlord interaction
2. Access and Use
2.1 The Landlord is granted a non-exclusive, non-transferable right to access and use the Engage Portal
2.2 The Landlord is responsible for maintaining the confidentiality of their login credentials and all activities that occur under their account.
3. Portal Features
3.1 Document Access: The Engage Portal allows Landlords to view and download property-related documents.
3.2 Repair Requests: Landlords can submit repair requests for their properties through the portal.
3.3 Account Information: Landlords can view their account details, including financial statements and transaction history.
4. Landlord Responsibilities
4.1 The Landlord agrees to provide accurate and up-to-date information through the Engage Portal.
4.2 The Landlord will use the Engage Portal in compliance with all applicable laws and regulations.
4.3 The Landlord is responsible for reviewing documents and account information regularly.
5. Repair Requests
5.1 Repair requests submitted through the Engage Portal will be processed according to the terms of the management agreement.
5.2 Hillgate Management reserves the right to prioritize repairs based on urgency and available resources.
6. Data Protection and Privacy
6.1 Hillgate Management will process personal data in accordance with its Privacy Policy and applicable data protection laws.
6.2 The Landlord consents to the collection and use of their data as described in the Privacy Policy.
7. Financial Information
7.1 Financial information displayed in the Engage Portal is for informational purposes only and may be subject to adjustments.
7.2 The Landlord should refer to official financial statements for definitive account information.
8. Intellectual Property
8.1 All intellectual property rights in the Engage Portal remain the property of Hillgate Management or its licensors.
9. Limitation of Liability
9.1 Hillgate Management shall not be liable for any indirect, incidental, or consequential damages arising from the use of the Engage Portal.
9.2 Hillgate Management does not guarantee the accuracy of third-party information or the immediate resolution of repair requests submitted through the portal.
10. Termination
10.1 Access to the Engage Portal may be terminated upon the conclusion of the property management agreement between the Landlord and Hillgate Management.
10.2 Hillgate Management reserves the right to suspend or terminate access in cases of misuse or violation of these terms.
11. Governing Law and Jurisdiction
11.1 These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales.
11.2 Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
12. Amendments
12.1 Hillgate Management reserves the right to modify these terms and conditions at any time. Changes will be communicated to Landlords through the Engage Portal.By accessing and using the Hillgate Management Landlord Engage Portal, you agree to be bound by these terms and conditions.