PRIVACY NOTICE

This Privacy Notice explains how One SE8 Residents Company Ltd (“we”, “us”, “our”, “the RMC”) collects and uses personal data relating to leaseholders, website visitors and registered forum users. It sets out our statutory obligations and your legal rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The Notice applies to:

·       our public website: https://www.onese8.com

·       our leaseholder forum: https://www.onese8.com/leaseholders-forum

1. Identity of the Controller

One SE8 Residents Company Ltd. Registered in England & Wales. Company Number: 04213132

Registered Address:
Stonemead House,
95 London Road,
Croydon,
United Kingdom,
CR0 2RF

We determine what personal data we collect and how it is used.

Email contact for data rights requests: rmc@onese8.com

2. Purpose of Processing and Scope of this Notice

We process personal data to:

·       operate a secure online forum for verified leaseholders;

·       communicate information relating to estate management and RMC activity;

·       fulfil legal duties under company and landlord legislation;

·       verify leaseholder identity against the Managing Agent’s Members Register;

·       manage incoming communications to the RMC;

·       maintain estate knowledge and governance records.

We do not use your data for marketing or commercial profiling.

3. Categories of Personal Data We Collect

Website browsing

·       IP address

·       browser/device information

·       cookies/analytics usage

Forum registration

·       full name

·       email address

·       leasehold address within One SE8

·       login credentials

Forum participation

·       posts, replies, uploads

·       timestamps

·       moderation history

·       IP logging

Communication records

·       email content

·       enquiries

·       attachments

Stored via Google Workspace.

No special category data is intentionally collected.

4. Lawful Bases for Processing

We rely on the following lawful bases under Article 6 UK GDPR:

Legitimate Interests – Article 6(1)(f)

Used to:

·       verify leaseholder identity,

·       run and moderate the forum,

·       prevent unauthorised access,

·       respond to communications sent to our Google Workspace email accounts,

·       ensure governance and estate oversight functions.

A balancing test confirms these interests do not override your rights.

Legal Obligation – Article 6(1)(c)

Used for:

·       maintaining statutory Members Register information,

·       producing company communications,

·       supporting potential legal matters.

Consent – Article 6(1)(a)

Only when you actively opt-in to optional forum email notifications.
Consent may be withdrawn at any time.

We do not rely on automated decision-making or profiling.

5. Receipt of Data from the Managing Agent

Our appointed Managing Agent maintains the official Leaseholder/Members Register and shares relevant register data with the RMC solely to confirm whether an individual is a legitimate leaseholder.

This data is not used for any unrelated purpose.

6. Data Sharing and Sub-Processor Arrangements

We use third-party service providers to operate our website, email systems and forum. Each party acts strictly under written contractual terms and must only process personal data under our documented instruction.

Squarespace (Website Hosting & Analytics)

·       hosts www.onese8.com

·       processes browsing data and analytics metrics
Data may be transferred to the United States under SCCs.

Google Workspace (Email & Document Storage)

·       processes emails, attachments and metadata

·       may involve global routing including the US
Protected by SCCs and Google security controls.

Website Toolbox LLC (Forum Application Provider)

·       hosts the forum platform and user accounts

·       processes account data, posts, IP logging

US-based processing protected by SCCs.

AWS – Northern Virginia Region (Forum Infrastructure Hosting)

·       encrypted hosting for forum data

·       sub-processor to Website Toolbox
US-based, operating under SCCs and ISO-certified controls.

We do not sell or transfer data to third parties for advertising.

7. International Transfers

Some processing takes place outside the UK (Squarespace, Google, Website Toolbox and AWS).

We rely on:

·       Standard Contractual Clauses (SCCs),

·       encryption and access controls,

·       UK GDPR compliant transfer risk assessments.

8. Data Retention and Deletion

Personal data is retained only for as long as necessary:

9. Forum Conduct, Liability and Indemnity

The online forum is a private discussion space for One SE8 leaseholders.

By creating an account, users agree that:

·       all posts, messages and uploads must be lawful, respectful and relevant to the estate;

·       defamatory, abusive, threatening, harassing, discriminatory, or misleading content is strictly prohibited;

·       users remain legally responsible for the content they publish.

Indemnity Clause

Forum users agree to indemnify and hold harmless One SE8 Residents Company Ltd, its volunteer directors and moderators from any losses, claims, liabilities, legal costs or damages arising directly or indirectly from:

·       defamatory, false or abusive material posted by the user;

·       breach of UK law;

·       intellectual property infringement;

·       disclosure of confidential information;

·       misuse of the platform.

The RMC may:

·       edit or remove unlawful or inappropriate content;

·       suspend or terminate accounts;

·       cooperate with legal authorities if required.

10. Your Rights Under UK GDPR

You have the right to:

·       request access to your data,

·       correct inaccurate information,

·       request erasure (where lawful),

·       restrict processing,

·       object to processing (where based on legitimate interests),

·       withdraw consent,

·       request data portability (where applicable),

·       lodge a complaint with the ICO.

Information Commissioner’s Office: www.ico.org.uk

Requests can be made to the RMC contact email.

11. Security Measures

We apply proportionate organisational and technical controls including:

·       encryption at rest and in transit,

·       strict account permissions;

·       MFA and password controls;

·       HTTPS and SSL protection;

·       AWS and Google Workspace enterprise-grade security;

·       manual identity verification;

·       restricted administrative access.

No internet service is fully risk-free; however, we continually review and improve our controls.

12. Children’s Data

The website and forum are intended for adult leaseholders only.
We do not knowingly collect or process data of users under 16.

13. Changes to this Privacy Notice

The Notice will be reviewed annually or sooner if legal, operational or structural changes require.

The updated version will be posted on our website.

14. Contact Information

To exercise your rights or raise questions:

Email: rmc@onese8.com

Address: One Se8 Residents Company Ltd,

Stonemead House,

95 London Road,

Croydon,

United Kingdom,

CR0 2RF

Last updated: 19 December 2025