Privacy Policy

Please read this Privacy Policy carefully and ensure that you understand it.

This Privacy Policy will tell you about your privacy rights, how the law protects you, and inform our employees and staff members of all their obligations and protocols when processing data.

We understand that your privacy is important to you and that your care about how your personal data is used. We respect and value the privacy of everyone who visits this website, https://www.redroofsoft.com/ (“Our Site”) and our platform https://app.redroofsoft.com/ (“Our Platform”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Definitions and Interpretation

In this Policy the following terms have the following meanings:

• “Account” means an account required to access and/or use certain areas and features of Our Site and Our Platform; and
• “Cookie” means a small text file placed on your computer or device by Our Site and Our Platform when you visit certain parts of Our Site and Our Platform and/or when you use certain features of Our Site and Our Platform. Details of the Cookies used by Our Site and Our Platform are set out below; and
• “Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003; and
• “We/Us/Our” means Red Roof Software Ltd.

Information About Us

Red Roof Software is a site, service, and platform that provides document management, bookkeeping, process automation and other features relating to managing a Residents Management Company. The site and platform is owned and the service is provided by Red Roof Software Ltd (“Red Roof Software”) We are a limited company registered in England and Wales under company number 14976569 and Our address is Unit 154, 19 Lever Street, Manchester, M1 1AN.

What Does This Policy Cover?

This Privacy Policy applies only to your use of Our Site and Our Platform. Our Site and Our Platform may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.

What is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as 'any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier'.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

• The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details below.
• The right to access the personal data we hold about you. We will tell you how to do this below.
• The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details below to find out more.
• The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details below to find out more.
• The right to restrict (i.e. prevent) the processing of your personal data.
• The right to object to us using your personal data for a particular purpose or purposes.
• The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
• The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
• Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about Our use of your personal data or exercising your rights as outlined above, please contact us using the details provided below.

What Data Do You Collect and How?

Depending on your use of Our Site and Our Platform, we may collect and hold some or all of the personal data set out in the table below, using the methods also set out in the table. Please also see below for more information about Our use of Cookies and similar technologies and Our Cookie Policy. We do not collect any 'special category' or 'sensitive' personal data.

How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data and our lawful basis for doing so:

With your permission and/or where permitted by law, We may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message, and post with information, news, and offers on Our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with Our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

We will only use your personal data for the purpose(s) for which it was originally collected unless We reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If We do use your personal data in this way and you wish Us to explain how the new purpose is compatible with the original, please contact Us using the details below.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, We will inform you and explain the legal basis which allows Us to do so.

In some circumstances, where permitted or required by law, We may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

How and Where Do You Store or Transfer My Personal Data?

We will store some of your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.

We will store some of your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or the equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted witihout additional safeguards.

We may store some or all of your personal data in countries outside of the UK. These are known as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:

We will use specific approved contracts which ensure the same levels of personal data protection that apply under the Data Protection Legislation. For further information, please refer to the Information Commissioner’s Office.

Please contact Us using the details below for further information about the particular data protection safeguards used by Us when transferring your personal data to a third country.

The security of your personal data is essential to Us, and to protect your data, We take a number of important measures, including the following:

• limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality; and
• procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so; and
• Implementation of technical measures to ensure that your personal data is always encrypted when it is transmitted or stored, such that it cannot be intercepted, compromised, destroyed, altered, or accessed by third parties that are not authorised or bound subject to duties of confidentiality.

Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions.

If we sell, transfer, or merge parts of Our business or assets, your personal data may be transferred to a third party. Any new owner of Our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if We are involved in legal proceedings or complying with legal obligations, a court order, or the instruction of a government authority.

How Can I Control My Personal Data?

In addition to your rights under the Data Protection Legislation, set out above, when you submit personal data via Our Site and Platform, you may be given options to restrict Our use of your personal data. In particular, We aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails and at the point of providing your details and by managing your Account.

You may also wish you sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you from receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

Can I Withhold Information?

You may access certain areas of Our Site without providing any personal data at all. However, to use all features and functions available on Our Site and Platform you may be required to submit or allow for the collection of certain data.

You may restrict Our use of Cookies. For more information, see Our Cookie Policy.

How Can I Access My Personal Data?

If you want to know what personal data We have about you, you can ask Us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown below.

There is not normally any charge for a subject access request. If your request is 'manifestly unfounded or excessive' (for example, if you make repetitive requests) a fee may be charged to cover Our administrative costs in responding.

We will respond to your subject access request within two weeks and, in any case, not more than one month of receiving it. Normally, We aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complete, more time may be required up to a maximum of three months from the date We receive your request. You will be kept fully informed of Our progress.

How Do You Use Cookies?

Our Site and Our Platform may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and Our Platform and to provide and improve Our products and services. In addition, Our Site and Our Platform uses analytics services provided by Google Analytics, which also use Cookies. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling Us to better understand how people use Our Site and Our Platform. For more details, please refer to Our Cookie Policy.

How Do I Contact You?

We have appointed a Data Protection Officer (“DPO”) who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights surrounding your Personal Data, including to make a subject access request, please contact the Data Protection Officer by email at info@redroofsoft.com or postal address Unit 154, 19 Lever Street, Manchester, M1 1AN.

Changes to this Privacy Policy

We may change this Privacy Policy at any time. This may be necessary, for example, if the law changes, or if We change Our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site or Our Platform following the alterations. You are therefore advised to check this page from time to time.

This Privacy Policy was last updated on 15 September 2023.