Privacy Policy for Form Submissions

Effective Date: 22 July 2025
Last Updated: 22 July 2025

This Privacy Policy explains how we collect, use, and protect your personal data when you complete the membership form for the New Capital Quay Right to Manage (RTM) company via Google Forms.

1. Who We Are

We are a group of leaseholders at New Capital Quay working to exercise our legal right to form a Right to Manage (RTM) company under the Commonhold and Leasehold Reform Act 2002.

For any questions or data requests, contact:
📧 info@newcapitalquay.co.uk

2. What Data We Collect

Through our Google Form, we collect:

• Full name

• Email address / phone number

• Postal address at New Capital Quay

• Confirmation of leasehold status or representation

• Any additional comments you choose to provide

3. Purpose and Legal Basis for Processing

Your data is collected for the sole purpose of:

• Verifying leaseholder eligibility for RTM participation

• Forming the RTM company

• Managing membership records and legal notices

• Communicating with you regarding RTM developments

Legal basis:

• Consent – You voluntarily submit your information

• Legal obligation – Required for compliance with RTM legislation

4. Where and How Your Data Is Stored

Your information is stored securely in Google Forms, a service provided by Google LLC.

• Data is hosted on secure Google Cloud servers

• Access is strictly limited to authorised RTM organisers

• Google’s data centres are certified to international standards (e.g. ISO 27001)

• Google acts as a data processor under UK GDPR terms – see Google’s Data Processing Terms

5. How Long We Keep Your Data

We will retain your information:

• Until the RTM process is completed

• And as required by law to maintain membership records of the RTM company

After this, your data will be securely deleted from our systems unless legal retention requirements apply.

6. Sharing Your Data

We will only share your data with:

• The RTM company, once incorporated

• Legal or professional advisors assisting with the RTM process

• The freeholder or tribunal if required as part of the RTM legal procedure

We do not sell or share your data for marketing or unrelated purposes.

7. Your Rights Under UK GDPR

You have the right to:

• Access the data we hold about you

• Correct any inaccurate information

• Request deletion of your data (where legally possible)

• Withdraw consent at any time

• Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise these rights, email: info@newcapitalquay.co.uk

8. Security and Data Breach Procedures

We take data protection seriously and have appropriate technical and organisational safeguards in place. In the unlikely event of a data breach, we will notify the ICO and affected individuals in accordance with legal obligations.

9. Updates to This Policy

This policy may be updated if the RTM process or data handling practices change. The most recent version will always be available at:
https://www.newcapitalquay.co.uk/privacy-policy