Privacy Policy

Odhams Walk Residents Management Limited
Last Updated: August 2026

Introduction

Odhams Walk Residents Management Limited is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

This Privacy Policy explains what personal information we collect, how we use it, who we may share it with, how we keep it secure, and the rights you have regarding your personal information.

Odhams Walk works in partnership with Westminster City Council to support the management and delivery of housing and resident services. In some circumstances, Westminster City Council may also process information relating to services provided to residents. Westminster City Council publishes its own privacy information regarding how it processes personal information.

Who We Are

Odhams Walk Residents Management Limited is responsible for managing this website and handling information submitted through it.

For the purposes of UK data protection legislation, Odhams Walk will normally act as the Data Controller for information collected through this website and related Odhams Walk online forms unless otherwise stated.

Information We Collect

We may collect and process the following information:

  • Your name
  • Postal address
  • Email address
  • Telephone number
  • Tenancy or resident-related information where relevant
  • Details of enquiries, requests, complaints or feedback
  • Information contained in correspondence you send to us
  • Information submitted through online forms
  • Limited technical information relating to your use of our website

We will only collect information that is necessary for the purposes for which it is requested. This follows the principle of collecting only the information required to provide services and respond to residents.

Service Requests, Feedback and Contact Forms

When you submit a service request, repair request, feedback form, complaint, enquiry or other online form through our website, we may collect:

  • Your name
  • Address
  • Email address
  • Telephone number
  • Details of your request, enquiry, complaint or feedback
  • Supporting documents, photographs or other information you choose to provide

We use this information to:

  • Respond to your enquiry
  • Process service requests
  • Investigate complaints and concerns
  • Manage resident engagement
  • Improve services provided to residents
  • Maintain records of communications and actions taken

Where necessary, information may be shared with Westminster City Council, maintenance contractors, managing agents, or other organisations involved in delivering services related to your request.

How We Use Personal Information

We may use your information to:

  • Respond to enquiries and correspondence
  • Manage housing and estate-related matters
  • Process service requests and complaints
  • Consult with residents
  • Improve resident communications and services
  • Comply with legal and regulatory obligations
  • Maintain accurate administrative records
  • Work with Westminster City Council and relevant service providers in connection with resident services

We will only use personal information for legitimate purposes and in accordance with applicable data protection legislation.

Sharing Information

We may share personal information with:

  • Westminster City Council
  • Contractors and service providers acting on our behalf
  • Professional advisers where necessary
  • Regulatory, law enforcement or public authorities where required by law

We will not sell, rent or trade your personal information to third parties.

Where Your Information Is Stored

The Odhams Walk Residents Management Limited website is hosted on WordPress.com. Information submitted through the website, including contact, feedback and service request forms, may be processed and stored within WordPress.com systems and associated website management tools used to operate the website.

Information may also be processed and stored using Microsoft 365 and related Microsoft cloud services, which are used by Odhams Walk for resident communications, administration, records management and service delivery.

Where necessary, information submitted through the website may be transferred from website systems into Microsoft 365 or other authorised systems used by Odhams Walk to respond to enquiries, investigate issues, manage services and maintain appropriate records.

Access to personal information is restricted to authorised members of Odhams Walk and, where necessary, Westminster City Council officers, contractors or service providers who require access to carry out their duties.

We take appropriate technical and organisational measures to protect personal information from unauthorised access, misuse, loss, alteration or disclosure.

Website Usage Information

When you visit our website, limited technical information may be collected automatically by WordPress.com and associated hosting infrastructure. This may include:

  • IP address
  • Browser type
  • Device type
  • Operating system
  • Date and time of access
  • Pages visited
  • Referring website information
  • General geographic location information derived from IP addresses

This information is used for website security, administration, troubleshooting and to help us understand how visitors use the website so that we can improve its content, accessibility and performance.

We do not currently use advertising technologies or behavioural tracking technologies designed to track visitors across multiple websites.

The Odhams Walk website is hosted using WordPress.com services operated by Automattic. Certain technical and usage information may be processed by Automattic as part of providing website hosting, security, performance and visitor statistics. Further information about how Automattic processes personal information can be found in Automattic’s Privacy Notice.

Cookies

Cookies are small text files stored on your device that help websites operate correctly and provide certain functionality.

Odhams Walk uses cookies that are necessary for the operation of the website, including cookies used to remember cookie consent preferences and support website functionality.

WordPress.com and related website services may process limited technical and usage information to support website security, performance and visitor statistics. Such processing may not always rely on cookies.

We do not currently use advertising cookies or behavioural tracking technologies designed to track visitors across multiple websites.

If non-essential cookies are introduced in the future, visitors will be given the opportunity to accept or reject them through our cookie consent banner.

You can manage your cookie preferences at any time using the cookie settings available on the website and through your browser settings. Please note that disabling certain cookies may affect website functionality.

Cookie Declaration
The table below shows the cookies currently used by the Odhams Walk website and their purpose.

Do Not Track

Some web browsers offer a “Do Not Track” setting that allows users to indicate their preference not to be tracked across websites.

Odhams Walk does not currently respond to browser “Do Not Track” signals. However, the website does not use advertising or behavioural tracking technologies. Visitors may manage cookie preferences through the website’s cookie settings and through their browser settings.

Microsoft Forms

Odhams Walk may use Microsoft Forms to collect information from residents.

When you choose to complete an online form, you will be directed to Microsoft’s Forms service. Microsoft may collect technical information and use cookies necessary to provide, secure and improve the service.

Odhams Walk may use Microsoft Forms to collect information from residents.

When you choose to complete an online form, you will be directed to Microsoft’s Forms service. Microsoft may collect technical information and use cookies necessary to provide, secure and improve the service.

Information regarding Microsoft’s use of cookies and personal data is governed by Microsoft’s Privacy Statement and Microsoft Forms privacy information.

How Long We Keep Information

We retain personal information only for as long as necessary to:

  • Provide services
  • Respond to enquiries
  • Fulfil legal and regulatory obligations
  • Resolve disputes
  • Maintain appropriate administrative records

We periodically review the information we hold to ensure it remains accurate, relevant and necessary.

Where an individual no longer has a connection with Odhams Walk, personal information will normally be deleted within 24 months unless there is a legitimate reason or legal obligation to retain it for a longer period.

Information that is no longer required will be securely deleted, anonymised, or archived where there is a legal or legitimate business reason to retain it.

Your Rights

Under UK data protection legislation, you have the right to:

  • Request access to your personal information
  • Request correction of inaccurate information
  • Request deletion of personal information in certain circumstances
  • Request restriction of processing
  • Object to processing in certain circumstances
  • Request transfer of your data where applicable
  • Withdraw consent where processing is based on consent

Requests relating to your personal information should be submitted using the contact details below.

Making a Privacy Complaint

If you are concerned about how Odhams Walk has collected, used or handled your personal information, please contact us first so we can investigate your concerns and attempt to resolve the matter.

Privacy-related complaints should be sent to:

Odhams Walk Residents Management Limited
Email: office@odhamswalk.org.uk
Address: G62B Odhams Walk, London WC2H 9SD

We will acknowledge your complaint and aim to respond within a reasonable timeframe.

If you remain dissatisfied after receiving our response, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection and privacy matters.

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

The ICO generally expects individuals to raise concerns with the organisation involved before submitting a complaint directly to the ICO.

Contact Us

If you have any questions about this Privacy Policy or how we process personal information, please contact:

Odhams Walk Residents Management Limited
Email: office@odhamswalk.org.uk
Address: G62B Odhams Walk, London WC2H 9SD

Westminster City Council

Odhams Walk works closely with Westminster City Council in delivering services to residents. In some circumstances, Westminster City Council may process personal information relating to housing, tenancy, leasehold, repairs, community or estate management services.

Westminster City Council publishes separate privacy information explaining how it processes personal information, and residents may also wish to refer to that information where appropriate:

https://www.westminster.gov.uk/data-protection/privacy

Transparency Notice

Some content published on this website, including policy documents, resident information and website text, may have been drafted with the assistance of Microsoft Copilot and subsequently reviewed, amended and approved by Odhams Walk before publication.

We are committed to ensuring that all published information is accurate, relevant and reflects the policies and decisions of Odhams Walk. Human review is undertaken before content is made available on the website.