This Privacy Policy explains how YUF Management, the developer and operator of this website, collects, uses and protects personal data in the course of running property and facilities management services for YUF MANAGEMENT LTD at Faraday House, 6 Davy Avenue, Knowlhill, Milton Keynes - MK5 8HJ, United Kingdom (GB).
The policy applies to visitors to this website, to owners and prospective owners who contact us, to tenants and occupiers of managed buildings, to contractors and suppliers, and to anyone whose personal data reaches our working files through a property we manage. We have written it in plain English on purpose. If anything here is unclear, please write to office@yufmanagement.lat and we will explain it.
YUF MANAGEMENT LTD is the controller of the personal data described in this policy where it relates to the operation of the property management business. The company is registered in the United Kingdom and works from Faraday House, 6 Davy Avenue, Knowlhill, Milton Keynes - MK5 8HJ, United Kingdom (GB). The company can be reached by email at office@yufmanagement.lat and by telephone on +14476474413.
This website and the systems behind it are developed and maintained by YUF Management, the developer name used by the in house technical team responsible for the site, the working files and the reporting tools that support the property portfolio. When this policy refers to the developer, it means YUF Management. When it refers to the company or to we, us or our, it means YUF MANAGEMENT LTD. In most cases both roles are fulfilled by the same people at the same address, and enquiries can be sent to a single desk.
Where we manage a building on behalf of an owner, the owner may be the controller for certain tenancy and service charge data while we act as a processor on their instruction. In that situation we process personal data only as the owner directs and as the management agreement permits, and we pass requests from individuals to the owner where the owner is responsible for answering them.
This policy covers personal data processed through this website and through the day to day conduct of our property and facilities management work. That includes data collected during a lettings enquiry, during the setup of a new management instruction, during an inspection round, during the administration of a service charge year, and during routine contact with tenants, contractors and suppliers.
This policy does not cover third party websites that may be reached through a link from our pages, nor does it cover the internal records that a contractor keeps about their own staff. Where we share a link to an external organisation, we encourage you to read that organisation privacy notice before providing personal data to it.
Separate terms govern the commercial relationship between the company and an owner or tenant. Those documents are published as our Terms of Service, and they should be read alongside this policy if you are entering into an engagement with us.
Depending on the nature of your relationship with us, we may hold the following categories of personal data.
We do not seek special category data such as health information, religious belief or biometric data. If a special category matter becomes relevant to a specific request, for example a reasonable adjustment for access to a building, we will ask for your explicit consent before recording the detail and we will keep the record to the minimum needed.
Most personal data reaches us directly from you. You provide it when you send an enquiry through the contact page, when you call the office, when you attend a viewing, when you sign a tenancy or licence, or when you report a repair as a tenant. Contractors provide it when they join the contractor register, and owners provide it when they hand over a property file that already contains the tenancy record.
Some data reaches us indirectly. A previous managing agent may transfer an existing property file to us as part of a change of instruction. An owner may forward correspondence about a tenant. A public register may confirm a contractor insurance certificate. Inspection rounds may also record observations about the condition of a shared area, and a photograph may incidentally include a person or a personal item such as a bicycle or a parcel.
We do not buy marketing lists and we do not obtain personal data from social media scraping tools. Where we receive a property file from a third party, we review it on arrival and remove material that is not needed for the management of the building.
We process personal data for the following purposes.
We do not use personal data for purposes that are incompatible with those listed above. If a new purpose arises that is materially different, we will update this policy and, where the law requires it, ask for consent before starting the new processing.
Under the data protection legislation that applies in the United Kingdom, we must have a lawful basis for each processing activity. The bases we rely on are set out below.
Where you are a party to a tenancy, licence or management agreement with us, or where you have asked us to take steps before entering such an agreement, we process your data because it is necessary to perform that contract. This covers the core administrative record of the relationship.
We rely on legitimate interests for the operation of a well managed building, including the inspection round, the contractor register, the tenant desk and the protection of the property and the people in it. We have assessed those interests against the rights of individuals and we limit the processing to what a reasonable manager would need in order to do the job properly.
Certain records must be kept because the law requires it. This includes financial records for tax purposes and certain health and safety records connected with building compliance. Where the law sets a retention period, we follow it.
We ask for consent where the law requires it and in a small number of situations where consent is the clearest route, such as optional marketing emails. Consent can be withdrawn at any time by writing to office@yufmanagement.lat, and withdrawal does not affect processing carried out before the withdrawal.
A managed property generates a working file. That file holds the site plan, the unit schedule, the occupancy record and the correspondence for the building. Personal data appears in the unit schedule and in the correspondence, because a manager cannot run a building without knowing who occupies each unit and who has been asked to do what.
The file is shared with the owner of the property to the extent the owner needs it to fulfil their role, and with a successor manager if the instruction changes hands. It is not shared with other tenants, and a tenant request for information about another tenant is declined unless the law requires disclosure.
When a tenancy ends, the file remains part of the property record for the period described in the retention section below. This allows a later owner, a later tenant or a regulator to check what happened during the occupation. We remove contact details that are no longer needed for active correspondence, but we keep the core record of the occupation because the building history depends on it.
We keep a contractor register for each property. The register lists the trades appointed to the building, the scope of each appointment and the evidence that supports it, including public liability insurance, trade qualifications where relevant and the attendance commitment.
Contractor data is used to check competence before appointment, to plan attendance and to resolve a query about completed works. Where a contractor attends a property, we record the date, the purpose and the outcome so that the compliance calendar and the service charge ledger can both rely on the same evidence.
We share the minimum contractor data necessary with an owner when reporting on a property, and with another contractor only where coordination between trades is required. We do not share contractor pricing with a competing contractor, and we do not publish contractor contact details on this website.
Inspection rounds are a core part of the service. An inspector walks a defined route, checks the condition of shared areas and equipment, and records findings. Photographs are used because a written description alone is a weak record when a repair is disputed months later.
We instruct inspectors to photograph the defect rather than the people nearby, and to avoid capturing a person where it is reasonably possible to do otherwise. Where an incidental image of a person is recorded, we keep it only as part of the property record and we do not use it for any other purpose.
Where a photograph includes a personal item such as a parcel, a bicycle or a vehicle, we treat the image as property information. If the item is the subject of a complaint or a safety concern, the image may be shared with the owner and, where relevant, with the authority handling the matter.
The service charge ledger records the budget, the demands, the payments and the expenditure for a property. Individual entries are linked to units rather than to named individuals wherever the accounting allows it, but some records necessarily identify the party responsible for payment.
Payment status is used to administer the account and to manage arrears in accordance with the occupancy terms. We share the arrears position with the owner and, where the terms allow it, with a professional adviser acting for the owner. We do not disclose one tenant payment position to another tenant.
Bank details provided for a payment are used only to process that payment or to issue a refund. We do not retain full bank details once the payment has been reconciled, unless the terms of the account require a standing arrangement, in which case the record is held securely and reviewed regularly.
This website is a static informational site. It does not run a customer account system, it does not take payments and it does not set advertising cookies. The small amount of technical data generated when you visit is used to serve the pages and to keep the site secure.
Our server may record standard request information, including the pages requested, the date and time of the request and a truncated network address for security monitoring. This information is aggregated and is not used to build a profile of an individual visitor.
The contact form on this website does not transmit your message to a server. It is handled in your browser and prepares an email in your own email application, which you then send from your own account. This means the content you type remains under your control until you choose to send it, and it reaches us as an ordinary email.
If we later introduce analytics or non essential cookies, we will update this policy and ask for consent before setting them. You can also block or delete cookies through your browser settings at any time, and the site will continue to work.
We do not run a large marketing operation. From time to time we may send an owner or a prospective owner a short update about a service, a change in the compliance calendar or a budget forecast review that is due. We send these messages where there is an existing business relationship or where we have received consent.
Every marketing email includes a way to opt out, and an opt out is actioned promptly. If you are a tenant of a managed building, we will not add you to a marketing list. Tenant communication is limited to the management of the building and to matters that affect the occupation.
You can ask us to stop any marketing contact by writing to office@yufmanagement.lat or by calling +14476474413. We will record the request so that it is respected across the business.
Our working files are held in the United Kingdom and the European Economic Area. Where a service provider stores data outside those areas, we use a transfer mechanism recognised by the applicable law, and we review the provider security arrangements before any data is placed with them.
An ordinary email may pass through international routing as part of normal internet operation. We cannot control the route taken by an email once it leaves our systems, but we do not knowingly send personal data to an organisation outside the protected areas without an appropriate safeguard in place.
We keep personal data only for as long as it is needed for the purpose for which it was collected, or for as long as the law requires. The main periods are as follows.
Where the law sets a different period for a particular record, the legal period takes precedence. When a retention period ends, we delete the record or anonymise it so that it can no longer be connected to an individual.
We take the security of personal data seriously and we apply measures that are proportionate to the size of the business and the sensitivity of the data. Access to a property file is limited to the people who need it to do their work.
Our systems require individual accounts and strong passwords, and access is removed when a person leaves the business. Files are backed up, and paper records are kept in a locked store at the Knowlhill office. Correspondence that contains sensitive detail is sent through a secure channel where that is practical.
We train the team on the handling of personal data and on the signs of a phishing attempt. If a security incident occurs that is likely to result in a risk to the rights of individuals, we will notify the relevant authority in accordance with the law and we will contact the affected individuals where the law requires it.
No system is perfectly secure. If you receive a message that appears to come from us and asks for a password, a payment or unexpected personal detail, please do not respond to it. Contact the office directly on +14476474413 so that we can check whether the message is genuine.
The law gives individuals a set of rights over their personal data. We respect those rights and we will help you to exercise them. The main rights are as follows.
To exercise a right, write to office@yufmanagement.lat with enough detail for us to identify the data in question. We will respond within one month, and we will extend that period only where the law permits and the request is complex. There is normally no charge, though we may charge a reasonable fee where a request is manifestly unfounded or repetitive.
Some rights are limited by law. For example, we may need to keep a financial record even when an erasure request is made, and we may need to keep a tenancy record to defend a legal claim. Where a limitation applies, we will explain it in our response rather than simply refusing the request.
Our services are provided to businesses, owners and occupiers of commercial property. This website is not directed at children and we do not knowingly collect personal data from a child in the course of ordinary business.
A commercial building may occasionally host an event attended by families, or a shared area may be visited by a child. If a child appears in an inspection photograph, we will blur or remove the image when we become aware of it, because the safety of the child matters more than the completeness of the photograph.
If you believe that we hold personal data about a child without an appropriate basis, please contact us and we will investigate promptly and delete the data where deletion is the right outcome.
We do not make decisions about individuals using automated processing that produces a legal or similarly significant effect. Our work is carried out by people who read the file and apply judgement to the circumstances of a building.
We do use ordinary business tools, including scheduling and accounting software, and those tools may sort or highlight records. Sorting and highlighting support a human decision. They do not replace it, and they do not produce an outcome on their own.
If we introduce a tool that makes or supports a significant decision automatically, we will update this policy before the tool is used and we will explain how the decision can be reviewed by a person.
We review this policy at least once a year and whenever a material change occurs in our systems, our suppliers or the law. When we make a change, we update the date at the top of the page so that you can see when the current version took effect.
Where a change is significant and affects an existing relationship, we will tell the people affected by email or by a notice in the property correspondence before the change takes effect. Minor clarifications may be made without notice, and the current version will always be available on this page.
Previous versions can be requested from office@yufmanagement.lat. We encourage you to check this page from time to time if you are an owner, tenant or contractor with an ongoing relationship with the company.
If you are unhappy with the way we have handled your personal data, please tell us first. Many concerns can be resolved quickly once we understand them, and we would rather fix a problem than have it grow. Write to office@yufmanagement.lat with the detail of your concern and the outcome you are seeking.
We will acknowledge your complaint and investigate it. We aim to give you a substantive response within one month. If the investigation takes longer, we will tell you why and give you a revised date.
If you remain dissatisfied, you have the right to complain to the Information Commissioner at the Information Commissioner Office in the United Kingdom. You can also seek a remedy through the courts. We will cooperate fully with any regulatory enquiry into a complaint about our handling of personal data.
For any question about this policy, a request to exercise a right, or a concern about the handling of personal data, please use the details below.
YUF MANAGEMENT LTDThe office is open Monday to Friday from 09:00 to 17:30. A message left outside those hours will be handled on the next working day. Emergencies connected with a managed property should be reported by telephone so that the duty manager can respond.
This policy should be read with our Terms of Service and with the service information on our services page. To return to the start, visit the YUF MANAGEMENT LTD homepage.