Association of Residential Managing Agents

Members' Area

Privacy Policy

This statement sets out our policy in relation to the holding and using of information which we may obtain or which you provide during your use of the website and/or ARMA Members' System.

ARMA recognises that data protection is the cornerstone of its operations as an organisation, and is committed to processing information about individuals in ways that comply with its legal obligations under the General Data Protection Regulation (GDPR). 

In the performance of our role as the leading trade body for the residential management sector, we will process the personal data of individuals, and will ensure in doing so that we are clear with those individuals about what we do (or may do) with their information.

This privacy policy explains what personal data (information) we hold about individuals and contains important information on who we are, how and why we collect, store, use and share personal information, individuals’ rights in relation to their personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Who we are

ARMA collects, uses and is responsible for certain personal information about individuals. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

In this privacy policy, references to “we” or “us” means ARMA.

DATA PROTECTION PRINCIPLES

We will comply with the data protection principles when gathering and using personal information, as set out in our GDPR data protection policy.

The personal information we collect and use

In the course of the performance of our role as the leading trade body for the residential management sector, we collect personal information when you provide it to us.

The information we collect and how we handle that information differs depending on who you are and why we are collecting the information.

THE PERSONAL INFORMATION WE COLLECT AND USE RELATING TO OUR MEMBERS, ASSOCIATES AND PARTNERS

ARMA will collect personal information from its members, associates and partners.  This includes applicants for member, associates and partner status.

The information we collect

We may collect the following types of information:

  • Name, address, email address, telephone number(s) and other contact details
  • Your company’s name, your position in the company, the company’s address and your company email address and telephone number
  • Information required to provide you with a service and details of our services that you have used (for example, attendance on our training courses)
  • Details of any enquiry you have made to ARMA (for example, queries submitted to our technical officer)

Why we collect it

The collection of this information is required to enable us to perform our role as a trade body, which helps us to:

  • Provide our members, associates and partners with services and information they expect to receive from their trade body
  • Improve and develop our services and performance as the leading trade body in the residential management sector
  • Develop and provide products and services, either on our own or in conjunction with third parties (for example the provision of training courses and other initiatives and member benefits)
  • Meet our regulatory obligations

We also collect personal information about individuals from their company directly.

Who we share it with

From time to time, ARMA may share your personal information with the following categories of recipients:

  • ARMA Regulatory Panel & Case Officer, ARMA Council, ARMA Committees and Panels and ARMA Consultants
  • Auditors
  • Course tutors
  • Website and IT support
  • Accountants
  • Marketing platforms and services
  • Survey platforms and services

Some of those third party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the EEA’.

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We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

Where your personal information may be held

Information may be held at our offices, and third party agencies, service providers, representatives and agents as described above.

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy. 

How long your personal information will be kept

For regulatory purposes, we will retain information relating to our members, associates and partners permanently.

Our lawful basis

We rely on legitimate interests as our lawful basis for processing the personal information relating to our members, associates and partners.

It is necessary for us to process the personal information we have described so that we can perform our role as a trade body.  Our processing activities are a targeted and proportionate way of achieving this.  Our members, associates and partners reasonably expect that we will process their personal information.

THE PERSONAL INFORMATION WE COLLECT AND USE RELATING TO RMC/RTM DIRECTORS PORTAL

ARMA will collect personal information from RMC/RTM Directors who have signed up to use our Directors portal. This includes applicants for RMC/RTM Directors membership category status.

The information we collect

We may collect the following types of information:

  • Name, address, email address, telephone number(s) and other contact details
  • Your company’s name, your position in the company, the company’s address and your company email address and telephone number
  • Information required to provide you with a service and details of our services that you have used (for example, attendance on our training courses)
  • Details of any enquiry you have made to ARMA

Why we collect it

The collection of this information is required to enable us to perform our role as a trade body, which helps us to:

  • Provide RMC/RTM Directors with services and information they expect to receive as part of this membership category
  • Improve and develop our services and performance as the leading trade body in the residential management sector
  • Develop and provide products and services, either on our own or in conjunction with third parties (for example the provision of training courses and other initiatives and member benefits)

We also collect personal information about individuals from their company directly and/or may be provided this information by our members where their RMC/RTM Directors have given their consent to be signed up to the Directors portal to enable us to contact them and arrange this.

Who we share it with

From time to time, ARMA may share your personal information with the following categories of recipients:

  • ARMA Regulatory Panel, ARMA Council, ARMA Committees and Panels and ARMA Consultants
  • Auditors
  • Course tutors
  • Website and IT support
  • Accountants
  • Marketing platforms and services
  • Survey platforms and services

Some of those third-party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the EEA’.

https://mailchimp.com/legal/privacy/

https://www.surveymonkey.com/mp/gdpr/?ut_source=footer

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

Where your personal information may be held

Information may be held at our offices, and third-party agencies, service providers, representatives and agents as described above.

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy. 

How long your personal information will be kept

We will retain information relating to RMC/RTM Directors until membership ceases.

 Our lawful basis

We rely on legitimate interests as our lawful basis for processing the personal information relating to RMC/RTM Directors membership category.

It is necessary for us to process the personal information we have described so that we can perform our role as a trade body.  Our processing activities are a targeted and proportionate way of achieving this.  RMC/RTM Directors reasonably expect that we will process their personal information in this manner.

THE PERSONAL INFORMATION WE COLLECT AND USE RELATING ATTENDEES AT ARMA EVENTS

ARMA will collect personal information from its from individuals who attend ARMA hosted events, including our annual ARMA conference, regional briefings, ARMA ACE awards.

The information we collect

We may collect the following types of information:

  • Name, address, email address, telephone number(s) and other contact details
  • Your company’s name, your position in the company, the company’s address and your company email address and telephone number
  • Information required to provide you with a service and details of our services that you have used (for example, attendance at our annual conference)

Why we collect it

The collection of this information is required to enable us to perform our role as a trade body in hosting the events described, which helps us to:

  • Provide our members, associates and partners with services they expect to receive from their trade body this includes RMC/RTM Directors membership category.
  • Improve and develop our services and performance as the leading trade body in the residential management sector
  • Develop and provide products and services, either on our own or in conjunction with third parties (for example the provision of membership benefits and other initiatives)

We also collect personal information about individuals from their company directly.

Photography at our events

A photographer will be present at ARMA event sand photographs may be used for future marketing. If you would prefer your image not to be used please notify an ARMA member of staff on the day of the event.

Who we share it with

From time to time, ARMA may share your personal information with the following categories of recipients:

  • Website and IT support
  • ARMA Council and ARMA Committees
  • Marketing platforms and services
  • Survey platforms and services
  • Event sponsors

Some of those third-party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the EEA’.

https://mailchimp.com/legal/privacy/

https://www.surveymonkey.com/mp/gdpr/?ut_source=footer

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

Where your personal information may be held

Information may be held at our offices, and third party agencies, service providers, representatives and agents as described above.

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy. 

How long your personal information will be kept

We will retain information relating to your attendance at our events for a period of three years.

Our lawful basis

We rely on legitimate interests as our lawful basis for processing the personal information relating to individuals who attend our events.

It is necessary for us to process the personal information we have described so that we can host those events.  Our processing activities are a targeted and proportionate way of achieving this.  Attendees reasonably expect that we will process their personal information in this manner.

THE PERSONAL INFORMATION WE COLLECT AND USE RELATING TO THIRD PARTIES

ARMA will collect personal information from third parties, including members of the general public who contact us.

The information we collect

We may collect the following types of information:

  • Name, address, email address, telephone number(s) and other contact details
  • Your company’s name, your position in the company, the company’s address and your company email address and telephone number
  • Details of any enquiry you have made to ARMA (for example, complaint raised)

Why we collect it

The collection of this information is required to enable us to perform our role as a trade body, which helps us to:

  • Provide our members, associates and partners with services they expect to receive from their trade body
  • Improve and develop our services and performance as the leading trade body in the residential management sector
  • Meet our regulatory obligations

Who we share it with

From time to time, ARMA may share your personal information with the following categories of recipients:

  • ARMA Regulatory Panel & Case Officer, ARMA Council, ARMA Committees and Panels and ARMA Consultants
  • Auditors
  • Website and IT support

Some of those third-party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the EEA’.

https://mailchimp.com/legal/privacy/

https://www.surveymonkey.com/mp/gdpr/?ut_source=footer

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

Where your personal information may be held

Information may be held at our offices, and third party agencies, service providers, representatives and agents as described above.

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy. 

How long your personal information will be kept

We will retain your personal information for a period of 24 months.

Our lawful basis

We rely on legitimate interests as our lawful basis for processing the personal information third parties and members of the public may provide.

It is necessary for us to process the personal information we have described so that we can perform our role as a trade body.  Our processing activities are a targeted and proportionate way of achieving this.

Transfer of your information out of the EEA

We may transfer your personal information to the following countries which are located outside the European Economic Area (EEA):

  • United States of America

ARMA is satisfied that any transfer of your personal data to platforms outside of the EEA has appropriate safeguards and adequate levels of data protection for your personal data, through those platforms confirming their compliance with safeguards such as Privacy Shield.

https://mailchimp.com/legal/privacy/

https://www.surveymonkey.com/mp/gdpr/?ut_source=footer


Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge.

In summary, those include rights to:

  • fair processing of information and transparency over how we use your use personal information
  • access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
  • require us to correct any mistakes in your information which we hold
  • require the erasure of personal information concerning you in certain situations
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • object at any time to processing of personal information concerning you for direct marketing
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information in certain circumstances
  • claim compensation for damages caused by our breach of any data protection laws

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • Email us at info@arma.org.uk or telephone us on 0207 978 2607 or write to us at    ARMA, 3rd Floor,  2-4 St George’s Road, Wimbledon, London SW19 4DP
  • let us have enough information to identify you (for example your full name and email address)
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
  • let us know the information to which your request relates, including any account or reference numbers, if you have them

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information by contacting us directly.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to this privacy notice

This privacy notice was published on 16th May 2018 .

We may change this privacy notice from time to time, and when we do we will inform you.

 

 

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