Privacy

Last Updated: March 2026

This Privacy Notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during our management and after it ends. We are required to notify you of this information under the General Data Protection Regulation (“GDPR”). 

1. Who we are
Contractiv Ltd (the “data controller”) and its subsidiaries collects, uses and is responsible for certain personal information about you. When we do so, we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as “data controller” for that personal information for the purposes of those laws. In this Privacy Notice, references to "we" or "us" means Contractiv Ltd.

2. Data protection principles
We will comply with the data protection principles when gathering and using personal information, as set out in our GDPR data protection policy.

3. The personal information we collect and use: information collected by us
In the course of performing our contractual duties as managing agent, we may collect the following personal information when you provide it to us:

• Name
• Correspondence address
• Service address
• Telephone number
• Email address
• Bank details
• VAT number
• Date of birth
• Properties owned
• CCTV images (where installed)

The provision of personal data is required from you to enable us to perform our duties depending on your relationship with Contractiv Ltd. We will inform you at the point of collecting information from you whether you are required to provide the information to us.

4. The personal information we collect and use: information collected from other sources
We may also obtain personal information from other sources, detailed as follows:

• Names are obtained from one of the following sources: management agreement, directly supplied via email, online website form, database from company acquisition, lease or transfer documents, previous managing agents, AP01 form (for new company director appointments), concierge service forms, via letting agents, contractor review form or share certificates.
• Correspondence address is obtained from one of the following sources: directly supplied via email, website form, database from company acquisition, lease or transfer documents, information received from solicitors or developer upon completion, previous managing agents, AP01 form (for new company director appointments), via letting agents or contractor review form.
• Service address is obtained from one of the following sources: directly supplied via email, database from company acquisition or previous managing agents.
• Telephone number is obtained from one of the following sources: directly supplied via email/phone, website form, database from company acquisition, information received from solicitors or developer upon completion, previous managing agents, AP01 form (for new company director appointments), concierge service forms, via letting agents or contractor review form.
• Email address is obtained from one of the following sources: directly supplied via email, website form, database from company acquisition, information received from solicitors or developer upon completion, previous managing agents, sales agent moving in form,  AP01 form (for new company director appointments), concierge service forms, via letting agents or contractor review form
• Bank details are obtained from one of the following sources: directly supplied via email, database from company acquisition, previous managing agents or contractor review form.
• VAT number is obtained from one of the following sources: directly supplied via email, database from company acquisition, previous managing agents or contractor review form.
• CCTV images are obtained from the following source: CCTV cameras on the estates where there is surveillance present.
• Date of birth is obtained from one of the following sources: AP01 form (for new company director appointments).
• Properties owned is obtained from one of the following sources: directly supplied via email, website form, database from company acquisition, lease or transfer documents, information received from solicitors or developer upon completion, previous managing agents, AP01 form (for new company director appointments) or concierge service forms.

5. Who we share your personal information with
To perform our contractual duties as managing agent, we may share the above categories of personal data with the following categories of recipients:

• External accountants
• Insurance providers
• Solicitors
• Debt recovery companies
• Contractors
• Freeholders/landlords
• Management Company Directors
• Companies House
• Technical and emergency support providers
• Regulatory bodies for audit purposes
• Managing Agents for management handovers
• Ombudsman
• Bank
• ICO for subject access requests and breaches
• Emergency services upon request from the police

Where possible, the disclosure of recorded CCTV material will only be made to third parties in strict accordance with the purposes of the system and is limited to the following;

• Security companies who have been appointed to provide surveillance and security services, in accordance with the purposes of the system;
• Emergency services at the request of the police;
• The police.

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

6. Where your personal information may be held
Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above.

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR policy.

7. Your rights
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, this includes rights to:

• Fair processing of information and transparency regarding how we use your personal information.
• Access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address.
• Require us to correct any mistakes in your information which we hold.
• Require the erasure of personal information concerning you in certain situations.
• Object at any time to processing of personal information concerning you for direct marketing.
• Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affecting you.
• Object in certain other situations to our continued processing of your personal information.
• Otherwise restrict our processing of your personal information in certain circumstances.
• Claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they apply, search for the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation. If you would like to exercise any of those rights, please:

• Write to us at: Contractiv Ltd, 48 Bolebec Avenue, Eagle Farm South, Milton Keynes, MK17 7AE
• Let us have enough information to identify you, including your reference number, full name, address, email address and name of your estate.  
• Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill).
• Let us know the information to which your request relates, including any account or reference numbers if you have them.

8. Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

9. Data Retention Policy

9.1. Purpose
This policy sets out the timeframes for which Contractiv Global Resourcing Ltd“Contractiv” holds personal data. We aim to ensure that we do not keep data longer than necessary, balancing our service to candidates with our legal obligations

9.2. Retention Schedule
We apply the following retention periods to the categories of data we hold:

• Prospective Candidate CVs (Unplaced)
2 Years from last meaningful contact.
Reasoning: To consider you for future roles that match your skill set.

• Placed Candidate Records (Contract/Perm)
6 Years after the end of the engagement.
Reasoning: To comply with UK tax, audit, and limitation of legal claims (Statute of Limitations).

• Right to Work Documentation
2 Years after employment ends.
Reasoning: Statutory requirement by the Home Office.

• Payroll & Financial Records
6 Years from the end of the tax year.
Reasoning: HMRC compliance.

• Unsuccessful Interview Notes
6 - 12 Months.
Reasoning: To defend against potential discrimination claims (Equality Act 2010).

9.3. Defining "Last Meaningful Contact"
We define "meaningful contact" as:

• An updated CV submitted by the candidate.
• A phone call or email exchange regarding a specific role.
• Active engagement with our job alerts or portal.

9.4. Data Deletion & Anonymisation
Once a retention period expires, Contractiv will:

• Securely delete electronic files from our CRM and cloud storage.
• Shred any physical documents.
• In some cases, we may anonymise data (remove names and identifiers) for statistical analysis of our business performance.

9.5. Requests for Deletion
Candidates have the right to request the deletion of their data at any time. We will honor these requests within 30 days, unless we have a primary legal obligation to retain the data (e.g., for HMRC or Right to Work evidence).

10. How to complain
We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/.

11. Changes to this Privacy Notice
This Privacy Notice may be updated from time to time. The date of the latest update is recorded above.