Privacy Policy

Vertus Privacy Notice   

1. Introduction

We, Vertus Residential Management Limited and any other companies established by Vertus Residential Management Limited, as part of the Canary Wharf Group of One Canada Square, Canary Wharf, London, E14 5AB, including Vertus Edit (“Vertus”, “we”, “us”) the data controller, are committed to respecting the privacy of individuals. This notice outlines how we collect and use your personal information, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.

The term “personal information” in this notice refers to information that does or is capable of identifying you as an individual, for the purpose of applicable data protection legislation and privacy legislation in force from time to time in the UK. We can provide you with further details of the relevant legislation if you need it, but this includes the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

We have provided this General Privacy Notice to help you understand how we collect, use and protect your information in relation to:

• providing you with accommodation, bookings, lettings and management services at 8 Water Street, Newfoundland Place, and 10 George Street (the Properties”);
• your use of any Vertus affiliated website on which this General Privacy Notice is posted (each, a “Website” and, collectively the “Websites”); and
• any other communication between you and us, for example by phone or in writing by mail or e-mail.

We wish to help you make informed decisions, so please take a few moments to read the sections below and learn how we may use your personal information.

If you have any queries in relation to this notice, or need more information please do not hesitate to contact us at:

Email: dataprotection@canarywharf.com

or write to us at: Data Protection, Canary Wharf Limited, One Canada Square, London. E14 5AB.

2. What personal information may We collect about you?

Most of the information we collect about you is obtained directly from you when you enter it via a Website or when we are managing the letting of the Properties. We may also collect information we observe about you, your guests or associates for example via cookies when you visit one of our Websites, or footage from CCTV operating at our offices.

The types of information we will collect directly from you or from you on behalf of your guests and other associates are:

• Your contact and identity details (including, name, date of birth, title, postal addresses, telephone numbers and email addresses) to keep in touch with you and/or contract with you and provide our accommodation, booking, lettings and management services.
• We will also collect the names, dates of birth and contact numbers of guests and visitors to the Studios and including the age of children;
• Financial information  in  order  to  fulfil  any  contractual obligations we have  with you and/ or your business, to collect payments from you (such as through the direct debit scheme) or with a  view to enter into a contract  with    This can include your payment details including your bank details or payment card details.
• Residential information such as details about the property you live in, how long you have been there and any reasonable adjustments we have made for you in the provision of our services.
• Any personal information you choose to give us when contacting us.
• Sensitive personal  information  relating  to  your  health,  race  or  ethnicity,  for  monitoring  equal opportunities  and/or  to  provide  you  with  the  necessary  support  when  visiting or residing at the Properties and our marketing suite.

 

• Operational personal data created, obtained, or otherwise processed in the course of carrying out our legitimate interests as a business, including but  not  limited  to,  CCTV  footage,  recordings of calls made to our customer service line,  information  gathered  via  cookies regarding  your  use  of  a Website  (for  more information see our Cookie Policy which is accessible via the Website) contact telephone numbers and IP addresses.
• We may also maintain logs of visitors, accidents, injuries and insurance claims at the Properties.

 

3. How do We use your personal information?

We use information about you if you visit one our Websites, utilise our services, make customer enquiries or send other communications, register for information or when you respond to communications by us. we also use information about you in order to manage the estate and to administer our business. Your relationship with us will determine why we collect particular information about you. We may be required by  law  to  collect  certain  information;  require  it  in  order  to  perform  a  contract,  or  prior  to  entering  into  a contact with you; or use it for our legitimate business interests where these do not override your rights or interest. We may collect and use your information to:

• Effectively respond to and deal with your query in the event that you contact us;
• Supply you with goods and/or services that we are contractually obliged to provide;
• Process payments
• Report and manage information for budgeting and forecasting;
• Alerting you to any ‘unexpected event(s)’
• Process information that is required or requested by regulatory bodies or law enforcement agencies;
• Investigate, respond to and/or process any complaints, questions, claims for loss, damage and/or injury;
• Prevent and/or detect crime and manage and prevent suspected fraud;
• Comply with legal obligations in regard to storing and acquiring data;
• Monitor the safety of our employees;
• Obtain your views on our services, development projects or planning proposals;
• Notify you of any events we think may be of interest to you;
• Aggregate/process personal data for research or statistical purposes;
• Processing audio,  video  recordings,  live  stream  footage  and/or  videography  or  other  image(s)  for advertising, marketing and/or promotional purposes, if your consent has been provided to do so; and
• Send you details about our related services, where you have signed up to receive such marketing communications that we feel are relevant to you. You can inform us at any time if you no longer require marketing messages.

If you are providing us with personal data of any other individuals (such as other guests) in order to enable us to plan and manage  your booking (for example, to facilitate accessibility requirements or handle dietary needs), you, as data controller must obtain their consent to collect and share that information with us and any service providers who need to know it  (as set out at  section  5 below).

 

4. Who has access to your personal information?

Your information will be processed by Vertus in order to fulfil our obligations to you as outlined in this notice. We may also share your details with third parties including:

• Within the Canary Wharf Group
• Contractors working on behalf of or in partnership with Vertus;
• Our third-party agents, suppliers, and service providers who perform functions on our behalf under contract, support systems, operations and/or processes in accordance with clause 5 below where necessary to provide a service to you ;
• Tax, audit,  or  other  authorities,  when  we  believe  in  good  faith  that  the  law  or  other  regulation requires us to share this information, for example where processes and systems are being compliance assessed by Vertus’ corporate audit or their representatives ; and
• Law enforcement or other regulatory bodies who can legally request access to information about you for the prevention and  detection  of  crime,  the  apprehension  or  prosecution  of  offenders,  and  the assessment or collection of tax;

 

 

5. Third party transfers of data

We share your personal data with the following categories of third parties:

• Internal third parties in the Canary Wharf Group if we have a legitimate business interest in sharing your data.
• External third parties such as service providers in relation to metering, billing, administration, and management relating to the Properties and to provide security systems and maintenance.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or assets. For example, when we transfer the ownership of the Property to another Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then, including the Properties. If a change happens to our business then the new owners may use your personal data in the same way as set out in this privacy policy.

We will separately inform you if any of the above parties are operating a joint controller with us.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not  allow our third-party service providers to use your personal data for their own purposes and we do not sell your personal data to third parties for marketing. We only permit third parties to process your personal data for specified purposes and in accordance with our instructions.

6. Information security and international transfers

Vertus is committed to being transparent and taking all reasonable and appropriate steps to keep your personal information secure and to protect it from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures. At Vertus we have a strict selection process when it comes to our suppliers/service providers and we enforce strict requirements within our contracts to ensure your personal information is stored and transferred in a way which is secure.

In the event that Vertus transfers personal information to service providers outside the EEA* in the future, we will take all reasonable steps to ensure that your personal data is processed securely. We will only transfer personal information outside the EEA where it is compliant with applicable data protection legislation and the means of transfer provides adequate safeguards in relation to your personal information.

We are UK based and do not generally transfer personal data internationally. In the event we transfer personal information to service providers outside the UK and EEA* , We will  do so in accordance with applicable data protection laws where the transfer provides adequate safeguards in relation to your personal information.

*The European Economic Area which currently comprises the Member States of the European Union plus Norway, Iceland and Liechtenstein, all of which have similar data protection legislation which is aimed at protecting your personal data.

7. How long will you keep my personal information?

Depending on the purpose for which we hold your hold your personal data, retention periods may vary information is only kept as long as necessary for the period it is required. When deciding how long to keep your  information We  take  into  account  any  minimum  retention  requirements  set  out  in  law;  for  example, financial and statutory reporting requirements mean we must keep certain records for a period of 7 years.

8. Changes to this notice

Just as our business changes constantly, this notice may also change. To assist you, there is an effective date set out at the end of this notice.

9. What rights do I have with regards to my personal data?

To exercise your privacy rights please send your request in email or writing. We may need to verify your identity for security purposes. This privacy notice recognises your right to be informed and your other rights are outlined below:

• The right to access information we hold about you why we have that information, who has access to the information and where we obtained the information
• The right to correct and update the information we hold about you. If the data we hold about you is    out of   date, incomplete  or  incorrect  you  can  inform  us  and your data will be
• The right to have your information erased. If you feel we should no longer be using your data you can request that we erase the data that we Upon receiving a request for erasure we will confirm whether it has been deleted or a reason why it cannot be deleted (for example because we have a legal obligation to keep it or we need it for a legitimate business interest).
• The right to object to processing of your data. You may request that we stop processing information about Upon receiving your request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or bring or defend legal claims
• The right to data portability. You have the right to request that we transfer your data to another controller in appropriate circumstances.
• The right  to  request  restriction  of  processing  of  your  personal    This enables you to ask us to suspend the processing of your personal data: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it; and
• The right to withdraw consent at any time where we are relying on consent to process your personal data.

Further information regarding your rights as an individual is available on the Information Commissioner’s Office website: https://ico.org.uk

To exercise your rights please do so by contacting us using the email or postal address referred to above.

We will comply with your request where it is feasible to do so, within 30 days of receiving your request.  There are no fees or charges for the first request.  However repetitive or unreasonable requests  may be subject to an administrative fee or declined.

10. Consent

We may rely on legitimate interests to process your data. However, where we need your consent to hold your information, we will ask you to clearly agree to this and tell you why we are collecting the information and how we will use itWhere we do rely on consent you have the right  to  change  your  mind  and  withdraw  that  consent  at  any  time  by contacting us at the above email or postal address.  If you withdraw your consent, we will cease using any personal information obtained and processed under that consent unless we were relying on some other ground for processing your data or have some other legal obligation to continue to use it.

11. Use of Cookies

We utilise cookies to enhance your browsing experience.  Details can be found in Vertus’ Cookie Policy available on our Website.

12. What can I do if I am not satisfied with how my personal information is processed?

We aim to ensure all information collected about you is done so fairly and lawfully, whilst implementing robust measures to keep your information secure. If you are not satisfied with the information provided in this notice, please contact us in the first instance so we can resolve your queries or provide you with any additional information required.

Alternatively, it is your right to contact your local Data Protection Authority and lodge a complaint. In the UK the Information Commissioner’s Office.  For  more  information,  please  visit www.ico.org.uk/concerns, call them on 0303 123 1113, or write to them at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF

If you have any queries in relation to this notice or need more information, please do not hesitate to contact us.

Effective date:  August 2024