Privacy Notice
This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.
RTMF (“Company”, "we", "our", "us") takes the privacy of your information very seriously. We recognise the need to treat all personal data in an appropriate and lawful manner and in accordance with the EU General Data Protection Regulation (GDPR).
What personal data we hold on you
Personal data means any information about an individual from which that individual can be identified. We collect, use, store and transfer some personal data of applicants, leasehold owners, freehold owners, third parties, and other individuals that we communicate with.
You provide information about yourself when you register with the company, and by filling in paper forms or online, or by corresponding with us by telephone, e-mail or text. The information you give us may include your name, date of birth, address, e-mail address, phone number and occupation.
Where we need to collect personal data to fulfil company responsibilities and/or comply with a statutory process and you do not provide that data, we may not be able to process your application or membership.
Why we need your data
We will only use personal data for any purpose for which it has been specifically provided.
We need to know your personal data in order to provide the services you are signing up to when you give consent. Our lawful basis for processing your personal data is that we have a contractual obligation and/or legal necessity to you to provide the services you are registering for and to provide you with the best possible service.
We have set out below, in a table format, a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
| Purpose / Processing Activity | Lawful Basis for processing under Article 6 of the GDPR. |
|---|---|
| Processing application, membership and consent forms | Performance of a contract and/or exercising a statutory process |
| Preparing statutory notices, registers of membership, directors and secretaries | Performance of a contract and/or exercising a statutory process |
| Sending out notices, information and correspondence | Performance of a contract and/or exercising a statutory process |
| Sharing data with employees, counsel or third parties to exercise statutory process | Performance of a contract and/or exercising a statutory process |
| Sharing data with courts and tribunals | Performance of a contract and/or exercising a statutory process |
| Sharing data with RTM company members and leasehold owners to provide updates | The company has a legitimate interest to maintain RTM member, leasehold owner or other associated individual data for correspondence, updates and communication purposes and/or exercising a statutory process |
| Sharing data with landlords or third-party representatives | The company has a legitimate interest to share data for communication, updates and/or exercising a statutory process |
| Sharing anonymised data with a funding partner or sharing data with a prospective purchaser | The company has a legitimate interest to run the organization efficiently. From time to time the company may wish expand its business and this may the sale and/or the transfer of control of all or part of the business |
| Publishing successes and testimonials | Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. |
| Sending out marketing information such as newsletters, industry information and additional services | Consent. We will only send you direct marketing if you are an existing client or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent. |
Who we share your personal data with
We may share your personal data with selected third parties, such as solicitors or legal counsel. Third party service providers will only process your personal data for specified purposes and in accordance with our instructions. We may disclose your personal information to third parties to comply with a legal obligation.
The company’s data processing will routinely require your personal data to be transferred inside of the UK. If the company does transfer your personal data overseas it will be with sufficient appropriate safeguards in place to ensure the security of that personal data.
Protection of your personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long we hold your personal data
We keep personal data on our customers and RTM members for as long as they continue to be a participant or member or are otherwise actively involved with the RTM company. We will delete this data 6 months after a client or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes.
What are your rights as a data subject
If at any point you believe the information we process on you is incorrect you can request that we rectify or erase your personal data and you can object to or request that we restrict certain kinds of processing of your personal data, including direct marketing. As a data subject you are entitled to the portability of your personal data.
If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by email to admin@rtmf.org.uk or by writing to RTMF, Unit 1 Parsonage Business Centre, Church Street, Ticehurst, TN5 7DL.
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office.
Note: We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.
RTMF/GDPR/PN/250518