SABRE Estate Management Ltd are committed to respecting and protecting your privacy.

This Privacy Policy explains when and why we collect personal information about our website visitors, customers and people who contact or interact with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
If you do not want us to process your personal information as described in this Privacy Policy, please do not provide information to SABRE or use our website ww.sabre.co.uk.
For questions relating to this Privacy Policy, please contact us at Dataprotection@sabre-estates.co.uk or SABRE Estate Management Ltd, The Barn, Dowing Park, Station Road, Swaffham Bulbeck, Cambridge, CB25 0NW.

About SABRE
SABRE is a trading name of SABRE Estate Management Ltd whose registered number is 14254033 and registered office is The Barn, Dowing Park, Station Road, Swaffham Bulbeck, Cambridge, CB25 0NW.

How do we collect personal information about you?
We obtain personal information about you that you provide to us through our website, emails, telephone conversations, documents you provide to us or those provided by third party solicitors or those provided by previous third-party Managing Agents or when you visit one of our branches, for example when you:

• Are a Freeholder or Leaseholder within a site managed by SABRE
• Interact with us on our social media sites

We also obtain personal information relating to you using automated technical means when you visit our website.

What type of personal information is collected?
The information we collect from you is only relevant to the purpose of your contact with us at that point in time. For example, an initial enquiry should require a lesser amount of information than that needed from a leaseholder. This can include (but is not limited to) your name, address, email address, phone number, and any other information you choose to provide to us.

How do we use your personal information and how long do we retain it for?
We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations. Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we use it, or in accordance with any retention periods set out in any relevant contract you hold with us.

Personal information for individual leaseholders and freeholders includes name, address, telephone number and email address which are stored by SABRE within our data processing database Veco located on our Company Server which has a daily encrypted backup to secure cloud storage. The data is retained for the duration of an individual’s ownership of the leasehold property or the duration of SABRE’s contractual management of the building, whichever ends sooner. This data is then stored for six years from the completion date (and therefore six years from the end of the contractual obligation). Our legal basis for this period is that legislation allows a buyer or vendor to submit a legal claim within six years from the end of the contractual obligation. We therefore retain the documents to protect our interests (or our clients’ interests) and enable us to provide evidence in the event of a potential claim.
We may use your name, address, telephone number and email address for carrying out our obligations arising from any contracts entered into by you and SABRE (or by you and a client for which SABRE acts as The Agent), such as providing information, products and services relevant to a lease hold property. Our legal basis for this use is that it is necessary for the performance of a contract to which you are a party.

Hard Copy Data
Hard copies of documents containing personal data as described in all sections above are retained in locked cabinets within the office and is locked and secure outside of office hours or if unattended. SAB staff follow strict data protection policies to ensure that data remains private and out of sight of third parties when in use. Such hard copies are shredded as soon as practically possible and within 24 hours of its redundant use.  

Website
We may use the information that we automatically collect using technical means through our website to:

• Administer our site and for troubleshooting, testing, research and statistical purposes. We use Google Analytics and Google Webmaster, third-party website monitoring tools. Our legal basis for this is our legitimate interest namely monitoring the use of our software and IT systems and improving our website.  

This automated collection of information may involve the use of cookies.  Please see our Cookies Policy for further detail about these https://www.sabre.co.uk/en/cookies
We may analyse the personal information we collect directly from you and obtain using automated technical means to create a profile of your interests and preferences so that we can contact you with information relevant to you (if you have chosen to receive marketing communications from us).

Who has access to information?

We will not sell or rent your information to third parties.
We may pass your information to third party service providers, including but not limited to:

• Business partners, suppliers and sub-contractors working on our behalf for the purposes of completing tasks and providing services to you. The main purpose for example is maintenance contractors contacting residents directly to arrange access to their home to attend to maintenance. The details for these third-party contractors are provided by SABRE to you at the time of the maintenance matter report.

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.
We may disclose your personal information to our insurers and /or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets, or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.
We will not pass your information on to a third party for reasons not relevant to your specific requirements under the service that you expect SAB to provide to you.

Your rights
In this section we have summarised the rights that you have under data protection law.  Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries.  Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. 
You have the right:

• To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose.  When we collect your data, you can choose whether you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.
• To access the information, we hold about you and certain information about our processing of it and your rights in relation to it.
• In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions.
• To rectification of the information we hold about you.
• In certain circumstances, to restrict our processing of your personal information or object to us processing it. If you object, we will stop processing your personal information unless certain exceptions apply.
• Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine-readable format and to transmit the information to another controller.
• To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.
• Where our processing of your personal information is based on your consent, to withdraw that consent at any time.  If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.

To exercise any of these rights, email us at Dataprotection@sabre.co.uk or write to us at The Barn, Downing Park, Station Road, Swaffham Bulbeck, Cambridge, CB25 0NW.  In addition, you can exercise your right to object to direct marketing at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.
If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection.  You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.  More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/.

Security precautions in place to protect your information
We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse, or alteration. All information you provide to us is stored on our secure servers. We use privacy screens on our PC’s (where necessary) and all mobile devices to prevent screens from being visible to third parties. We operate a screen lock policy where all office PC’s screen lock after two minutes without use.
Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason we cannot guarantee the security of data sent between us over the internet.

Use of Cookies
Like many other websites, our website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns.
Cookies allow us to provide important site functionality, so you don’t have to re-enter lots of information. They also allow us to remember what links and pages you have been or viewed during a session. This helps us deliver a better, more personalised service to you.
It is possible to switch off cookies by setting your browser preferences. For more information on the Cookies we use, visit our Cookies Policy https://www.sabre.co.uk/en/cookies

Links to other websites
Our website may contain links to other websites run by other organisations. We are not responsible for the privacy practices of those organisations or the content of their websites. You should read the privacy policies of these organisations before providing them with any personal information.

Transferring your information outside of European Economic Area (“EEA”)
SABRE do not transfer data to countries outside the EEA.
If you use our services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.

Data Breach Policy
A personal data breach means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.
SABRE will record any data breach, regardless of the severity or any requirement to report the breach to any relevant supervisory authority or the affected individual. Should a data breach occur which has a high risk of affecting the individual’s rights and freedoms, we will inform the individual without undue delay. We have an internal reporting procedure and investigation procedure in place. This system facilitates the decision making on the necessity to report breaches to individuals and/ or the relevant supervisory authority.

Review of this Policy
We keep this Policy under regular review. This Policy was last updated on 25th April 2024.
If we change our Privacy Policy, we will post the changes on this page and may place notices on other sections of the website and/or notify you by email.

Further information
You can obtain further information about data protection laws by visiting the Information Commissioner’s Office website at www.ico.org.uk.