Privacy notice

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Who we are

Madell Commercial Limited. We prepare annual service charge accounts for residential blocks on the instruction of managing agents and landlords, and we operate this portal.

We are the controller for the personal information described here.

Accounts issued before this notice was published were prepared and signed in the name of Madell Management Limited (company number 15201020), a related company. If you hold a set of accounts bearing that name, this notice covers the information behind it and either company will answer a request about it.

Who does what

Two firms are involved in a set of accounts, and it is worth knowing which to approach:

Madell — preparing the accounts, and holding the records

We gather the evidence, decide what is needed before a set of accounts can be prepared at all, apply the leases, and produce the figures. We hold that evidence afterwards. Questions about the information we hold about you come to us.

SR12 Limited — the independent review and the report

SR12 review what we have prepared and sign the Independent Accountants' Report at page 4. That opinion is theirs, given independently of us. Questions about that report are for SR12.

A question about a figure — how a cost was apportioned, why an amount is what it is — is ours to answer, whoever signed the report. It is our working, and we can show it.

What we hold

• About leaseholders and units — the name attached to each flat, its apportionment under the lease, and what was charged and spent for the year.
• About the property — invoices, bank statements, insurance certificates, leases and prior-year accounts supplied to us.
• About the people who use this portal — name, work email address, and a record of each sign-in, upload and download.

Leaseholder names are held so that queries can be matched to the right flat. They are not printed on the accounts issued to leaseholders: those show unit numbers and apportionments only, so no leaseholder learns another's name or balance from a document we produce.

Why we hold it, and on what basis

To prepare and certify the accounts

Landlords must account for service charges under the Landlord and Tenant Act 1985. Preparing those accounts is a legal obligation of the landlord that we are engaged to discharge, and our legitimate interest in performing that engagement.

To keep the working papers behind a signed set of accounts

An accountant's report is only as good as the evidence behind it. We keep that evidence so a figure can be answered years later — a legal obligation under accounting and tax law, and our legitimate interest in standing behind what we signed.

To run this portal

Our legitimate interest in a record of who was shown what, and who sent us what. Access is logged.

We do not use any of it for marketing, we do not sell it, and no decision about anyone is made automatically.

Who else sees it

• The managing agent who instructed us — they see only the blocks belonging to their own organisation.
• SR12 Limited, the independent accountants who review each set of accounts we prepare and sign the Independent Accountants' Report. They see the same evidence we do, because that is what an independent review means.
• The landlord or resident management company whose accounts they are.
• Our suppliers, who host the portal, deliver documents for signature, and provide the automated document checks. They act on our instructions and may not use anything for their own purposes.

We do not otherwise disclose personal information, except where the law requires it.

Where it is kept, and for how long

In the United Kingdom. We keep the accounts and the working papers behind them for seven years after the year they relate to, which is the period over which a service charge account can still be questioned. Portal access logs are kept for two years. After that, records are deleted.

Your rights

You may ask us for a copy of the personal information we hold about you, ask us to correct it if it is wrong, ask us to delete it, or object to our holding it. Some of it we must keep to meet the obligations above, and where that applies we will tell you which and why rather than simply refusing.

Write to us at [email protected]. We answer within one month.

If you are not satisfied with how we have handled it you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you came to us first, but you do not have to.

Last updated 30 July 2026. If this notice changes we will say so here and date the change; we will not alter it quietly.