Hera Management Services is about choice; choice for landlords, choice for leaseholders and choice for tenants. Our focus since launching in 2012 is providing high quality, day-to-day operational services; in other words, the tangible front facing services that clients really care about.
Copyright
All content on this web site including design, information, text, images, photos and code is Copyright to Hera Management Services Ltd (Hera).
Permission is granted to copy, store and print this web site for personal and private reference only. Any other use including modify, redistribute, reproduce, republish, post, transmit, transfer, display, license, create derivative works from or sell any information, products or services obtained from this web site is prohibited without our express, advance, written consent.
Liability Disclaimer
This web site and its content is provided on an ‘as is’ basis and no warranty is given as to the accuracy, completeness, timeliness or suitability for any purpose of any information and is not responsible or liable for any errors, omissions, technical inaccuracies or typographical errors. All information on this web site is subject to change without notice.
Hera nor any of its directors, employees or suppliers do not make any representations about the suitability or fitness for purpose of the information, products, and services contained on this web site for any purpose and will not be liable for damages arising out of or in connection with the use of this site or the information in it. No liability is accepted for any errors or omissions in such information.
In no event shall Hera nor any of its directors, employees or suppliers be liable for any indirect, incidental or consequential damages connected in any way with the use or non-availability of this web site.
Hera will take reasonable efforts to ensure this web site is available to access 24 hours a day, 7 days a week although no guarantee is made of uninterrupted access. Access may be interrupted for scheduled and unscheduled maintenance purposes plus systems outages. Hera does not guarantee that the operation of this web site will be error-free, that defects will be repaired, or that this web site nor the servers that host it are free from viruses or other harmful elements.
Neither Hera nor any of its directors, employees or suppliers accepts responsibility for any information contained in any web site accessed via a hypertext link from this web site. The content, accuracy and opinions expressed in such web sites are not checked, analysed, monitored or endorsed by us.
This is a comprehensive limitation of liability that applies to all damages of any kind, including (without limitation) compensatory, direct, indirect or consequential damages, loss of data, income or profit, loss of or damage to property and third party claims, save that nothing shall exclude or restrict liability for death or personal injury resulting from the negligence of Hera nor any of its directors, employees or suppliers.
Privacy Notice
How we use your personal information
Identity and contact details of Controller
Hera Management Services Limited (“Hera”) is a controller of personal information for the purposes of the General Data Protection Regulation (‘GDPR’). Our contact details for data protection purposes are as follows:
Data Protection Officer – Pilgrim House, High Street, Billericay, Essex CM12 9XY
Email – [email protected]
Phone: 0300 3032500
Purpose of this Privacy Notice
This Privacy Notice tells you what to expect when Hera processes personal information. It applies to information about applicants, residents and other service users. It tells you the purposes for which we may process your personal information and the legal basis for the processing (‘processing’ includes us just keeping your personal information).
Why we collect and store personal information?
Hera collects, processes and stores personal information in order to provide property marketing and deliver efficient and effective property management services.
Legal basis for processing
We use your personal data to manage your tenancy, let your property or any other contract we have in place. Your contract will usually be the legal basis for which we process your information and carry out our activities as a landlord. These activities include:
· Managing your account charges and payments, including any debts.
· Managing the repairs and maintenance of the property you live in or that we manage on your behalf.
· Ensuring tenancy (or contract) conditions are complied with.
· Complying with relevant legislation and regulation.
We process your data because we have a legitimate interest to do so, though on occasions we will offer other services in addition to providing property management services. In these cases we will ask you to sign a consent form. The consent form will set out any organisations we might share this information with when providing these services.
Information we may hold about you and how we use it
The information we hold on our records concerns our relationship with you. For example:
· We hold names and dates of birth, photographic ID and information about your financial circumstances to assess your eligibility for renting a property and help prevent property fraud.
· We hold contact details for you so we can communicate with you by your preferred means, and keep you informed about services we offer which may be useful to you.
· We record information about your needs (for example if you have a carer or social worker; if you need adaptations in your home; if you need large print or translated text).
· We record information to enable us to provide property management services. For example, we record reports of anti-social behavior, complaints, change in circumstances (for example when your employment status changes etc.) and information about whether you sublet your home. This could be for you as an owner occupier or any tenants living in your property.
· We keep financial records about the amount of money you have paid us; any amounts outstanding and action taken to recover money you owe.
· We may record your telephone calls to our switchboard for training and monitoring purposes.
· We may capture your image on our CCTV systems if you visit a property, office or community facility.
· We record the findings of surveys and other research to help us improve our service to customers. The information you provide will be anonymous unless you agree that we can use your details.
This list is not exhaustive, as we hold records of most contacts we have with you, or about you, and we process this information so we can deliver services to you. Generally, the information we hold will have been provided by you (on application or enquiry forms or when we communicate with you), but we may also hold information provided by third parties where this is relevant to your housing circumstances e.g. from mortgage institutions, solicitors or financial advisors.
Periods for which we will store your personal information
We will only hold your records during the period of our relationship with you and for a set period afterwards in accordance with our corporate retention guidelines to allow us to meet our legal obligations including resolving any follow up issues between us.
Sharing your personal information
There may be times when we will share your information with third parties for the purposes outlined below, or where we are legally required to do so. This could be:
· to comply with the law (e.g. the police, Inland Revenue, Council Tax Registration Officer, Social Security Fraud Act) or a court order
· where there is a clear health or safety risk to an individual or members of the public, evidence of fraud against Swan, other irregular behaviour or a matter Swan is investigating
· in connection with court proceedings or statutory action to enforce compliance with tenancy conditions (e.g. applications for possession or for payment of Housing Benefit direct)
· where Hera has entered into a formal protocol with the police or a local authority department
· providing the name, address and contact number of a resident to contractors or other agents providing services on Hera’s behalf
· providing the name of an owner, leaseholder or resident and the date of occupancy to gas, electricity and water companies
· providing information anonymously for bona fide statistical or research purposes, provided it is not possible to identify the individuals to whom the information relates
· information required by our regulators ARMA and PropertyMark when monitoring Hera’s activities..
· To protect the vital interests of an individual (in a life or death situation)
Our rights in relation to your information
The right to access your personal information
You have the right to ask us what personal information we hold about you, and to request a copy of your information. We have a form you can use for this purpose (available on our website), but this request can be made by email or over the phone. You can download a Subject Access Request Form here and return it to us at the address below.
We have one calendar month within which to provide you with the information you’ve asked for (although we will try to provide this to you as promptly as possible). Following your SAR, we will provide you with a copy of the information we hold that relates to you.
We will advise you if there is some information we cannot provide. This could be if your request is manifestly unfounded or excessive, or if it would adversely affect the rights and freedoms or others. We may also refuse if the request would cost too much or take too much staff time to deal with.
The right to rectification
You can ask us to correct any mistakes in the information we hold about you. You can do this by emailing info@heramanagementservices.co.uk or, by post at Pilgrim House, High Street, Billericay, Essex CM12 9XY or by telephone on 0300 3032500.
The right to be forgotten
You have the right to ask us to delete personal information we hold about you if there is no reason for us to have it. This is not an absolute right and we will consider the circumstances of such a request and balance it against our need to hold the data.
The right to restrict or object to processing
In some circumstances you can ask us to restrict processing your personal information. This could be if you disagree with the accuracy of your information or the grounds under we are processing the information.
If we have disclosed your personal information to third parties, we must inform them about the restriction on processing, unless it is impossible or involves disproportionate effort to do so.
We must inform you when we decide to remove the restriction giving the reasons why.
The right to withdraw consent
You have the right to withdraw your consent for any processing you originally gave consent for, for instance, employment or education provision. However, you cannot withdraw consent if we have another legal reason for processing your data. In most cases, we process data for legitimate business reasons for which we do not need your consent.
Right to data portability
The right to data portability allows us to obtain and reuse your personal data across different services. It allows us to move, copy or transfer the personal data you have provided to us easily from one IT environment to another in a safe and secure way. The right only applies to personal data you have provided to us where the reason we are relying on to use the information is either your consent or for the performance of a contract.
Automatic Processing
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We do not make decisions based on automatic processing.
Changes to this Privacy Notice
We keep our privacy notice under regular review and will place any updates on our website you will be notified of any major changes to this policy.
Further information
For further information on how to request your personal information and how and why we process your information, you can contact us using the details below.
Data Protection Officer – Pilgrim House, High Street, Billericay, Essex CM12 9XY
Email – [email protected]
Phone: 0300 3032500
The Information Commissioner (ICO) is also a source of further information about your data protection rights. The ICO is an independent official body, and one of their primary functions is to administer the provisions of the GDPR.
You have the right to complain to the ICO at:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
0303 123 1113 / http://www.ico.org.uk/
Anti-Slavery and Human Trafficking
Hera and its subsidiaries are committed to:
How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
The following cookies are set when browsing the Hera website. A session cookie will expire when you close the website tab.
Name of cookie | Related service | Expiry period | Purpose |
---|---|---|---|
CONCRETE5 | Concrete5 CMS | Session | This is an essential cookie placed by the Concrete5 CMS that tracks the current user session on the website. |
_ga | Google Analytics | 2 years | This cookie is set by Google Analytics and is used to distinguish users |
_gat | Google Analytics | 10 minutes | This cookie is set by Google Analytics and is used to throttle the request rate |
khcookie, APISID,S_awfe, SSID, SS, SID, SAPISID, PREF | Google Maps | 10 years | This cookie is set by Google on any page that includes a Google Map. Data stored includes various unique identifiers, except for PREF which stores your options such as preferred zoom level |
Third party cookies
We sometimes embed video content and RSS feeds from different websites. Pages with this embedded content may present cookies from these websites. Similarly, when you use one of the share buttons on our website, a cookie may be set by the service you have chosen to share content through. You should check the relevant third party website for more information about these cookies.
Google Analytics
Portions of this website use Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above. You can view Google's full privacy policy here.
Freedom of Information Requests
Contact [email protected]
Photography and CGI’s
All photography and computer generated images used on our website are indicative and for illustration purposes only.