Legal Notice & Privacy Policy
Old Dalby Residents Company Ltd (“ODRCL”) is a private, not-for-profit company limited by guarantee, responsible for the management and maintenance of the privately-owned residential estate in Old Dalby, Leicestershire.
ODRCL is governed by a Board of Directors, all of whom are unpaid volunteers elected from within the community. These individuals serve on behalf of all residents to fulfil the company's legal, financial, and operational duties, including the upkeep of private roads, communal green spaces, street lighting, and enforcement of estate covenants.
As the estate is not adopted by the local authority, residents contribute an additional estate fee, separate from council tax, to fund the management, maintenance, and long-term planning of shared areas and infrastructure.
ODRCL is legally required to hold appropriate public liability and directors’ and officers’ insurance, which the company maintains in full. This insurance provides protection for both the estate and the directors when acting within the scope of their official roles.
The Board operates in accordance with the company’s Articles of Association, relevant property covenants, and UK company law. Directors are indemnified for any decisions made in good faith while acting in service of the estate and its residents.
For formal enquiries, legal matters, or official correspondence, please contact the Board in writing via the Contact page.
Company Number: 04010887
Registered Office: 20 Station Rd, Hinckley LE10 1AW
Email: jhubbard@wardsonline.co.uk
ODRC Ltd. Privacy Policy
June 2025
1. Introduction
Old Dalby Residents Company Ltd (“ODRCL”, “we”, “us”, or “our”) is committed to protecting the privacy and security of residents’ personal information. This Privacy Policy explains how we collect, use, and safeguard your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We manage and maintain the communal areas of the Old Dalby private residential estate, and in doing so, we are required to process limited personal information of residents and property owners.
2. Data Controller
Old Dalby Residents Company Ltd in conjunction with Wards Chartered Surveyors & Estate Agents are the joint data controllers for the purposes of UK data protection law.
Company Number: 04010887
Registered Address: 20 Station Rd, Hinckley LE10 1AW
Email: jhubbard@wardsonline.co.uk
3. What Personal Data We Collect
We may collect and process the following types of personal data:
Name and contact details (e.g. address, phone number, email)
Property ownership details (e.g. Title Deeds, address of residence)
Estate payment and billing information
Correspondence you send to us
Photographs or videos from community events (with consent)
Maintenance requests or incident reports
We do not collect special category data (e.g. health, ethnicity, religion) or data relating to children.
4. How We Use Your Data
We process your data only where there is a lawful basis to do so. This may include:
Managing your obligations under the estate covenants
Sending annual billing or service charge notifications
Communicating important updates, projects, or meetings
Responding to maintenance requests or resident queries
Administering company matters (e.g. AGMs, voting, elections)
Fulfilling our legal or regulatory duties as a limited company
5. Legal Basis for Processing
We rely on the following lawful bases under the UK GDPR:
Contractual necessity – to manage resident responsibilities and fees under the deed covenants
Legal obligation – to meet statutory obligations as a limited company
Legitimate interests – to manage the estate efficiently and communicate with residents
Consent – for use of photographs or optional communications (you can withdraw consent at any time)
6. Sharing Your Information
We do not sell or trade personal data. We may share your information with:
Appointed contractors or service providers (e.g. maintenance firms)
Legal or accounting professionals acting on behalf of ODRCL
HM Land Registry or Companies House (if legally required)
Cloud-based email or document services with appropriate safeguards in place
All third parties are contractually required to keep your information secure and only use it for the purpose instructed by ODRCL.
7. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes it was collected for, including satisfying any legal, accounting, or reporting requirements.
Typically:
Financial records are retained for 6 years
Contact details are held while you are a resident or property owner
Consent-based communications will be deleted upon withdrawal of consent
8. Your Rights
Under the UK GDPR, you have the following rights:
To access the personal data we hold about you
To correct inaccurate or incomplete data
To object to processing based on legitimate interests
To request erasure of your data (subject to legal limits)
To restrict processing in certain circumstances
To withdraw consent where applicable
You can exercise these rights by contacting us at the address or email listed above.
9. Data Security
We take appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction. These include password protection, secure file storage, and limited access to personal data.
10. Complaints
If you are concerned about how we handle your personal data, please contact us in the first instance. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk
Helpline: 0303 123 1113
11. Policy Updates
We may update this Privacy Policy from time to time. Any changes will be posted on our website and, where appropriate, communicated to residents directly.