Privacy notice

This notice explains what Pitt Place Residents' Association (the "association") holds about you when you use this website, and why.

Who we are

The association is run by its directors on behalf of the leaseholders of Pitt Place, Epsom, Surrey, KT17 4PY. It is the data controller for the information described here. Questions about this notice go to directors@ppra-epsom.com.

What we hold, and why

If you ask for an account or are invited to one: your name, email address, flat number and whether you are a leaseholder or a resident. We use these to decide what you may see on the site, to send you the notices you have asked for, and to keep the flat register accurate. The legal basis is the association's legitimate interest in running the block and, for leaseholders, its obligations to its members.

If you send a message to the directors: your name, email address, flat number and what you wrote, together with the directors' replies and notes about what was done. We keep this so the matter can be dealt with and, if it comes back, so we know its history. Messages are kept for six years after they are closed, then deleted.

If you sign in: the time you signed in and the device you used, kept for security.

Email notices: we record which addresses receive news and works notices and whether they have opted out. Every notice carries a link to stop them.

Company records: minutes, accounts, insurance and similar documents may name leaseholders. These are records the association must keep and are available to leaseholders through this site.

Who else sees it

The site runs on Microsoft Azure in the United Kingdom. Emails are sent through Microsoft services. Directors may use an AI search tool that reads the association's documents and the message log to answer their questions; the text is processed by Microsoft Azure OpenAI in the United Kingdom and is not used to train models. Nothing is sold or shared with anyone else, other than where the law requires it.

Your rights

You can ask to see what we hold about you, to correct it, or to have your account deleted. Company records such as minutes and the message log are kept because the association must keep them. To exercise any right, email directors@ppra-epsom.com. If you are unhappy with how we handle your information you can complain to the Information Commissioner's Office at ico.org.uk.

Cookies

The site uses one cookie, to keep you signed in. There is no advertising and no tracking.

Last reviewed September 2026.

Last updated 14 September 2026