M J MAPP | Privacy Notice for Clients & Suppliers

Property management is our core and sole activity. A Property Manager spends much of his time leading and coordinating a team of dedicated specialists in accounting, facilities management, sustainability and Health & Safety and developing strong relationships with clients and occupiers.

In these challenging times for retail, the innovative and specialist management of shopping centres is crucial. Our experienced team manage a variety of centres across the UK and are constantly working to make schemes successful and vibrant.

The management of London office buildings is complex and needs experienced people and specialist knowledge. Our London office buildings team work with a first class network of Surveyors, Facilities Managers and Accountants on a variety of office buildings in London and throughout the UK.

We provide expert strategic advice on all aspects of mixed use property management, from the initial design of policies and procedures to ongoing management.

Business and science parks must combine strong commercial performance with first class customer experience.

Our Asset Management team are always looking for opportunities to maximise income and increase capital values. By getting to know occupiers well, we are able to identify and then negotiate a variety of positions with the aim of enhancing the performance of a particular property.

Our Building Consultancy team was formed in July 2014 to support our core Property Management offering. The team is headed up by Alex Herrmann and provides a range of specialist building consultancy services across the UK.

Our facilities managers are responsible for the day-to-day operations at the buildings we manage and work closely with our on-site team, our approved contractors and our in-house Health & Safety and Sustainability teams.

Robust systems, processes and controls, combined with a powerful and reliable IT infrastructure and an experienced and proven London-based team, are key to the delivery of an integrated, accurate and efficient accounting service.

Our approach is simple. Attract and retain the best people, focus on the needs of our clients, invest in IT, systems and processes, keep our accounting team in London and focus on one core activity to ensure that all of our resources, energy and enthusiasm are dedicated to providing an unrivalled property and asset management service.

Great people are the key to providing a great service. As a market leader we have managed to recruit and retain people who are able to perform at the very highest levels, are passionate about property management, have a proven ability in their field and know how to make a difference.

A group of like-minded colleagues who work to a set of values that are woven into the fabric of M J Mapp. We are appreciative, authentic, accountable, team minded and adventurous.

We have responsibilities to the occupiers of the buildings we manage, our suppliers and regulatory bodies, to the people we employ - but above all to exceeding the expectations of the clients that entrust us to manage over £6bn of commercial property on their behalf.

We are aware that our daily activities have an effect on the environment both directly and indirectly and we endeavour to provide the best possible environmental outcome by improving awareness and constantly innovating.

Privacy notice for M J Mapp Ltd and M J Mapp Retail LLP clients
This privacy notice provides an overview of how we manage and protect the personal data of our clients and the officers and employees of our corporate clients and third parties related to a client (e.g. tenants and suppliers) as required by law. This notice tells you who we are, what data about you we collect, and what we do with that data.

Introduction
M J Mapp is a specialist manager of mixed commercial real estate portfolios, large office buildings and mixed use and retail schemes operating solely in the UK.

What data do we collect about you?
We use your data for various purposes connected with the services that we provide to you or your employer as set out in the contractual agreements between us.

For the most part we collect little more than your business contact details in order for us to be able to communicate in respect of fulfilling our service obligations to your employer.

We generally collect data from you directly but we may also collect data from third parties such as:

Other advisers and intermediaries (such as solicitors, banks, other agents), both current and previous.
Company information databases.
Client identification and verification services
Publicly available sources, such as Companies House.
Your agents and representatives
Other professional services providers that provide services to you and your employer.

Data we collect may include:

Basic contact information, proof of age and identity information.
Financial information and HMRC client data.
Referral letters from third party institutions.
Information relating to your use of our website, further details of which can be found in our Cookies Policy.

For what purposes do we use data about you, and on what legal basis?
We will use data about you for the following purposes:

To provide such services to you and your employer.
To make payments on your behalf or on behalf of your employer.
To create and manage records of your involvement with us and to communicate with you.
To contact you with respect to the services that we provide.
Sending you marketing information (but only to the extent you have consented).
If you provide your consent to share data with financial institutions, employers or landlords for the purposes of leases and other financial references.
As a residential tenant to verify your residence and identity in order to comply with our legal and regulatory requirements.
To comply with legal and or regulatory obligations.

The processing of your data is necessary for:

The performance of a contract to which you or your employer are a party.
Compliance with a legal obligation to which we are subject.
A legitimate business interest that is not overridden by your interests, rights and freedoms which require protection.

Where none of the above applies, we will ask for your consent to process data.

Who do we share your data with, and for what purposes?
We may share data about you with:

Our insurers in the event of a potential insurance claim;
Your other professional advisers;
Third parties who provide us with products or services in support of fulfilling our service to you; and
Other third parties, where required or permitted by law.

Where might data about you be sent?
We would not normally expect to need to transfer your data outside of the EU. However it is possible that it may be necessary for us to transfer data outside the country or territory where it was collected, including to a country, territory or international organisation that may not have the same data protection standards.

How do we protect data about you?
We implement appropriate technical and organisational measures to protect personal data that we hold from unauthorised disclosure, use, alteration or destruction. Where appropriate, we use encryption and other technologies that can assist in securing the data you provide. We also require our service providers to comply with strict data privacy requirements.

How long will data about you be kept?
We store data in accordance with our agreement with your employer and legal, regulatory, financial and best-practice business requirements. Once our contract with you or your employer ends, we will securely delete/destroy your data in line with our data retention policies.

What rights and options do you have?
You may have the following rights in respect of data about you that we hold:

Request us to give you access to it.
Request us to rectify it, update it, or erase it.
Request us to restrict our using it, in certain circumstances.
Object to our using it, in certain circumstances.
Withdraw your consent to our using it.
Data portability, in certain circumstances.
Opt out from our using it for direct marketing.
Lodge a complaint with the supervisory authority in your country.
You are able to exercise these rights by contacting us using the details set out below.

Who should you contact with questions?
If you have any questions, or wish to exercise any of the rights detailed above, please contact us at communications@mjmapp.com

You have a right to contact your local supervisory authority with any questions or concerns. If we or they cannot resolve your questions or concerns, you also have the right to seek judicial remedy before a national court.

Changes to this notice
We may update this notice (and any supplemental privacy notice), from time to time. We will notify you of any material changes where required by law to do so.

Last modified 18th May 2018.