Privacy Notice

Armina Group and all its subsidiaries ("Armina", "we", "us") are committed to protecting the privacy and security of those we interact with. We recognise the need to respect and protect information that is collected by us or disclosed to us.

This notice explains how we collect and use information about you during and after your relationship with us, in accordance with UK GDPR, the Data Protection Act 2018 and other applicable UK data protection laws.

This policy applies where we collect and process your Personal Data through your use of our website, when we provide property management, construction or consultancy services, when you or your employer purchase services from or provide services to us, or otherwise when you contact or deal with us.

This policy may be read with supplementary policies for specific processing activities. Where relevant, we will notify you and provide the applicable supplementary policy.

Our website is not intended for children, and we do not knowingly collect data relating to children.

1. Who are we?

Armina Group is a property and construction services company specialising in property management, building services, construction projects and consultancy. We are committed to handling Personal Information fairly, lawfully and transparently, and to complying with applicable Data Protection Laws.

We are a data controller, which means we decide how and why Personal Information is used.

In some cases (for example, when delivering services for landlords, managing agents or clients), we process Personal Information on behalf of a third party. In those circumstances, that third party’s privacy information applies to that processing.

2. What personal information does Armina collect about you?

Personal Information means any information relating to an identifiable individual. Depending on our relationship with you, we may collect:

• Identity Data (name, title, date of birth, gender, photo/event images, job title and organisation details where relevant).
• Contact Data (billing address, postal address, email, telephone numbers).
• Financial Data (payment details).
• Transaction Data (payment records, purchased services, and call recordings where used).
• Technical Data (IP address, login data, browser/device/OS information).
• Profile Data (username/password or similar identifier).
• Usage Data (how you use our website and services).

We may also use Aggregated Data for analytics and business improvement. Aggregated Data is treated as Personal Information if it can identify you when combined with other data.

We do not generally collect special category data or criminal offence data for service delivery. If we need to do so, we will notify you at the time.

3. How is your personal information collected?

• Directly from you: forms, phone calls, emails, post and other correspondence.
• Automated methods: cookies, server logs and similar technologies.
• Third parties/public sources: including Companies House and analytics providers.
• Surveillance: CCTV images in Armina-controlled sites and offices.

If you do not provide required Personal Information, we may be unable to provide all or part of the services and may need to amend, delay or cancel relevant services.

4. How do we use your information?

We will only process Personal Information where lawful, most commonly:

• to perform a contract with you, your employer, or property owner/manager;
• for legitimate interests, where your rights do not override those interests;
• to comply with legal obligations; and
• in rare cases, to protect vital interests.

We generally do not rely on consent except where legally required (for example some direct marketing). You may withdraw consent at any time via privacy@arminagroup.com or unsubscribe links.

Purposes and lawful bases

Marketing communications

We may send updates and surveys by email, phone or post where lawful. You can opt out at any time by emailing privacy@arminagroup.com or using unsubscribe links.

We do not sell Personal Information and do not share Personal Information with third parties for their own marketing.

Social media, promotional material and publications

We may use photographs, video and quotes from events/sites in internal and external communications, including social platforms. Where you are identifiable, we will seek consent before identifying you. You may object or withdraw consent by contacting privacy@arminagroup.com.

Combining Personal Information

We may combine Personal Information collected from you (including from affiliates) as permitted by law. Please keep your details accurate and current.

5. To whom do we disclose your personal information and how is it protected?

We do not sell Personal Information. We may share it with service providers, support providers, regulators, HMRC, advisers, and Armina Group entities where needed to operate lawfully and effectively.

We use appropriate technical and organisational security measures and restrict access to those with a genuine need to know. While we apply strong safeguards, no system can guarantee absolute security.

6. International transfer of data

Personal Information may be transferred outside the UK/EEA where Armina or providers operate. Where we transfer data internationally, we use lawful safeguards (for example standard contractual clauses) and only transfer data in line with applicable law.

7. Data retention

We retain Personal Information only as long as needed for the purposes set out in this notice or as required by law. When no longer required, information is securely deleted and/or returned where applicable.

8. Accessing your personal information and your rights

Subject to applicable law, you may have rights to:

• access your Personal Information;
• withdraw consent (where processing is consent-based);
• data portability;
• rectification;
• erasure;
• restriction of processing;
• object to processing (including direct marketing);
• avoid certain automated decisions.

9. Enforcing your rights

To exercise your rights, contact privacy@arminagroup.com. We respond without undue delay and generally within one month (subject to lawful extensions).

If you have concerns, you may complain to us first, or contact the Information Commissioner's Office at www.ico.gov.uk.

10. Third-party links and products on our services

Our services may link to third-party websites/apps not operated by Armina. Their privacy policies apply to their processing, so please review those policies before sharing Personal Information.

11. Cookies

For information on cookies and how to manage them, please see our Cookie Policy.

12. Changes to this Privacy Notice

We may update this notice from time to time. Material changes will be communicated where required by law.

13. Contact us / further information

The Data Protection Officer oversees this Privacy Notice and can be contacted at:

Data Protection Officer, Armina Group
Email: privacy@arminagroup.com
Postal address: Somerhill Business Park
Five Oak Green Road
Tonbridge, England
TN11 0GP

If you have questions about collection, processing or use of Personal Information, or wish to exercise your rights, please contact us.