The General Data Protection Regulation (GDPR) became law on 25 May 2018. It is intended, amongst other things, to give individuals better control of their Personal Data.
Surrey Gardens (East Horsley) Ltd, (SG(EH)Ltd), will be required to obtain your explicit consent to the use of your Personal Data which is outlined below.
Data Controller
The Company Secretary acts as the Controller of SG(EH)Ltd Shareholders’ / Residents’ Personal Data.
What Personal Data does SG(EH)Ltd hold?
Surrey Gardens (East Horsley) Ltd holds a limited amount of Personal Data on Shareholders / Residents including:
Name, postal address, email address and some phone numbers.
How does SG(EH) Ltd use your Personal Data?
SG(EH)Ltd uses your Personal Data to:
1. Communicate with you as a Shareholder (e.g. AGMs, EGMs, Special Resolutions, road subscription invoices)
2. Communicate with you in relation to the upkeep, safety and security of Surrey Gardens and other more general road related matters.
3. Pass on to you electronic community related information e.g. from the East Horsley Parish Clerk
4. Occasionally pass on to other Committee members to enable communication with you on specific issues related to the management of the road
5. Monitor road subscription payments (by the Treasurer)
6. Pass on to SG (EH) Ltd Accountant and buyer’s solicitors to manage your Shareholder status and complete the Annual Return to Companies House
Your name and house are also recorded in the Welcome Document which is provided to all new Shareholders / Residents. Minutes of the AGMs are often provided to prospective buyer’s solicitors and includes Shareholder’s name and house names (e.g. when a motion is proposed and seconded).
We do not sell or share your Personal Data for other organisations to use. We will not pass on your Personal Data to other Shareholders or Residents without your consent.
Retention of Personal Data
Personal Data will be deleted when no longer relevant.
Explicit Permission to hold and use your Personal Data
We do not need your explicit permission to send you Shareholder Information, e.g. AGMs, EGMs, Special Resolutions, road subscription invoices as we are legally obliged to provide this.
We do, however, need your explicit permission to hold and use your Personal Data for all other purposes outlined above.
Shareholder / Residents Rights
You may withdraw this consent at any time by contacting the Company Secretary in writing, either by email or letter. If you do this then you will only receive Shareholder information on AGMs, EGMs, Special Resolutions and subscription invoices.
Shareholders / Residents have the right to access a copy of the information SG (EH) Ltd holds about them (a ‘Subject Access Request’) obtainable, subject to proof of identity, from the Company Secretary at the address below.
Shareholders / Residents who feel that their personal data has not been handled correctly should contact the Data Controller (Company Secretary) who will try and resolve your issue. If this is unsuccessful you have a right to object to the ICO (Information Commissioner’s Office) whose contact details can be found at www.ico.org.uk
Pat Fewson
Company Secretary,
Surrey Gardens (East Horsley) Ltd
All Shareholders will be requested to respond in writing to the Company Secretary consenting to the use of their personal data outlined above. If there is more than 1 Resident / Shareholder in residence, consent must be signed in both names.