How We Use Factoring Information
We are committed to protecting your privacy while ensuring we have the information needed to deliver a reliable and responsive factoring service. This page explains why we collect certain details from property owners, how we use them, and the steps we take to keep your information secure, especially in emergency situations.
By keeping your contact and emergency details up to date, you help us act quickly and appropriately when urgent issues arise, ensuring the safety and wellbeing of all residents.
All emergency contact details are treated with the strictest confidentiality and will only be shared with emergency services when necessary. They are never disclosed to other residents or third parties.
You can also read our full Transparency Statement for Factored Owners.
Use the collapsible menu for some of the reasons we use your Factoring information
To provide an effective and responsive property management service, we require some basic contact and ownership information from you, including:
• Property owner’s name and address
• Email address and telephone number
This information helps us communicate with you about repairs, maintenance, invoices, and other essential services.
For full details on how we handle your personal data, please refer to our Factoring Transparency Statement, which outlines how we collect, store, use, and dispose of your information in line with data protection regulations.Each year, the Association encounters situations where emergency access to a flat is required, such as during a fire, flood, or welfare concern, particularly when the occupant is not at home or hasn’t been seen for some time. People living alone may be especially vulnerable in these circumstances.
In such emergencies, it is extremely helpful if we can provide the police or fire service with contact details of someone you trust, such as a family member, friend, or neighbour who holds a key to your home.
If you plan to be away from home for an extended period, we encourage you to let us know. This allows us to respond appropriately if your absence is reported by concerned neighbours.If you are a landlord, we ask that you provide the Association with up-to-date contact details for your letting agent or tenant. This information is particularly important in situations where access to the property is required urgently—for example, in cases of flat-to-flat water ingress or other emergencies affecting neighbouring homes.
Having a reliable point of contact helps us respond quickly and appropriately, minimising disruption and potential damage. All information provided will be handled in accordance with our data protection policies and used only when necessary to protect the property and residents.