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Privacy Notice

 

This privacy notice explains how The Home Management Company uses the personal information we collect from you, either through using our website, or in any other way, electronically, verbally or in writing.

 

Data controller

The Home Management Company is the data controller, this is because we make decisions about what data we collect and how it is used and with whom it is shared with. We can be contacted at info@homemanco.co.uk or telephone number 020 8950 7497

 

On what basis do we collect and process your data?

Data Protection law defines the basis by which we can lawfully collect and process personal data.

 

Consent

We will collect and process your personal data on the basis of your freely given and informed consent where we have concluded that this is the most appropriate basis for the processing. You are free to withdraw your consent at any time and can do so by contacting us on the numbers above or using the email address.

 

To enter into or in pursuance of a contract:

We will collect personal data when engaging with individuals to enter into a contract, commercial agreement to supply services or goods. We will continue to process that data for the duration and often subsequently after the contract expires or is terminated.

 

Where we have a legal obligation:

We will collect personal data when we are required to through a legal obligation, such as requirements from public authorities in relation to health and safety, welfare and safeguarding.

 

In our legitimate interest:

We will collect and process personal data where it is in the legitimate interest of The Home Management Company to do so. Specifically, we use legitimate interest in relation to processing the personal data of third party emergency contacts.

 

For the data we act as data controller for, we have determined the following basis:

 

Landlords

 

Entering into Contract

Identity Details

Full Name

Contract

Legal Obligation

Legal Requirement

UK Residential Status for Tax

Legal Obligation

Entering into Contract

Contact Details

Address

Contract

Entering into Contract

Contact Details

Phone numbers

Contract

Entering into Contract

Contact Details

Email address

Legitimate Interest

Entering into Contract

Financial Details

Bank Account number

Legitimate Interest

Legal Obligation

Legal Requirement

Mortgage Consent (Right to let)

Legal Obligation

Entering into Contract

Operational data

Building Insurance

Legitimate Interest

Entering into Contract

Operational data

Signature

Contract

Entering into Contract

Operational data

Rent Guarantee Insurance

Legitimate Interest

Entering into Contract

Verification

IP Address

Legitimate Interest

Entering into Contract

Verification

Geo Location

Legitimate Interest

Legal Obligation

Legal Requirement

Overseas Landlord Approval Number

Legal Obligation

Legal Obligation

Legal Requirement

Proof of Identification

Legal Obligation

Entering into Contract

Operational data

Premises address

Legitimate Interest

Legal Obligation

Legal Requirement

Proof of Ownership

Legal Obligation

Marketing

Identity Details

Name

Consent of the Data Subject

Marketing

Contact Details

Email address

Consent of the Data Subject

 

 

Tenants

 

Determining Suitability to Lease

Identity Details

Full Name

Contract

Determining Suitability to Lease

Identity Details

Previous Name

Legitimate Interest

Determining Suitability to Lease

Identity Details

Date of Birth

Contract

Determining Suitability to Lease

Contact Details

Current Address

Contract

Determining Suitability to Lease

Contact Details

Phone number

Legitimate Interest

Determining Suitability to Lease

Contact Details

Phone Number (Work)

Legitimate Interest

Determining Suitability to Lease

Contact Details

Mobile number

Legitimate Interest

Determining Suitability to Lease

Contact Details

Email address

Legitimate Interest

Determining Suitability to Lease

Operational data

Smoker or Non Smoker

Legitimate Interest

Determining Suitability to Lease

Operational data

Pet Owner?

Legitimate Interest

Determining Suitability to Lease

Operational data

Current Employment Status

Legitimate Interest

Determining Suitability to Lease

Operational data

Full Name of Employer

Legitimate Interest

Determining Suitability to Lease

Operational data

Address of Place of Work

Legitimate Interest

Determining Suitability to Lease

Operational data

Telephone Number of Place of Work

Legitimate Interest

Determining Suitability to Lease

Operational data

Employer email address

Legitimate Interest

Determining Suitability to Lease

Operational data

Date Started

Legitimate Interest

Determining Suitability to Lease

Operational data

Position Held

Legitimate Interest

Determining Suitability to Lease

Financial Details

Salary Details

Legitimate Interest

Determining Suitability to Lease

Financial Details

Other Income such As Benefits

Legitimate Interest

Determining Suitability to Lease

Financial Details

Accountant Details if Applicable

Legitimate Interest

Determining Suitability to Lease

Operational data

CCJs or Court Decrees

Legitimate Interest

Determining Suitability to Lease

Operational data

Bankruptcy or NVA

Legitimate Interest

Determining Suitability to Lease

Operational data

Joint Occupiers

Legitimate Interest

Legal Obligation

Identity Details

Passport/driving licence/utility bill

Legal Obligation

Legal Obligation

Legal Requirement

Visa (if applicable)

Legal Obligation

Legal Obligation

Operational data

Resident permit if applicable

Legal Obligation

Legal Obligation

Legal Requirement

Proof of address

Contract

Entering into Contract

Verification

IP Address

Contract

Entering into Contract

Verification

Geo location

Contract

Entering into Contract

Legal Requirement

Reference Validation data

Legal Obligation

Marketing Properties

Contact Details

Full Name

Consent of the Data Subject

Marketing Properties

Contact Details

Email Address

Consent of the Data Subject

Marketing Properties

Contact Details

Phone Number

Consent of the Data Subject

 

We also retain your data for the purposes of marketing properties that may be of interest to you on the basis of your consent. You are able to withdraw that consent at any time by contacting us on the email address provided or by telephone.

 

Contractor and Suppliers

 

Engage Commercially

Contact Details

Name

Legitimate Interest

Engage Commercially

Contact Details

Address

Legitimate Interest

Engage Commercially

Contact Details

Phone number

Legitimate Interest

Engage Commercially

Contact Details

Email address

Legitimate Interest

Engage Commercially

Financial Details

Bank details

Legitimate Interest

Legal Obligation

Legal Requirement

Public liability Insurance

Legitimate Interest

Legal Obligation

Legal Requirement

Employee liability Insurance

Legitimate Interest

Marketing

Contact Details

Name

Legitimate Interest

Marketing

Contact Details

Email address

Legitimate Interest

 

We collect data in relation to your communications and interaction with us. This can include emails, text messaging, postal service delivery, social media posting or any other form of communication. In addition to the lawful purpose described previously for the above categories, we have a legitimate interest purpose to collect and retain this data to enable and improve our communication and for record keeping purposes.

 

The data we collect as data controllers from our data subjects is obtained directly from the data subject themselves.

 

Data recipients and data transfers

We do not sell any of your personal data to any third party. Where required, The Home Management Company share personal data with service providers such as our accountants and insurance companies. We may, as required, share your personal information
with printing and mailing companies, as well as email service providers and other delivery companies. Your data will be transferred to secure servers in the USA for backup purposes.

Where required we will disclose your personal data with law enforcement and fraud prevention agencies. This is so we can help tackle fraud or where such disclosure is necessary for compliance with a legal obligation to which we are subject. Additionally, in order to protect your vital interests or the vital interests of another natural person, or in connection with the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. In particular, we will share your personal data with organisations which carry out referencing checks on our behalf.

 

Personal data in electronic form is held in EU or UK accredited data centres. Where data is transferred outside of the EEA, we ensure that the transfer is covered by an EU adequacy decision such as the USA Privacy Shield or through mechanism such as standard contractual clauses as approved by the EU.

 

Sensitive information

 

The Home Management Company does not process sensitive data as defined by Article 9 of the GDPR.

 

Retention policy

The data we collect directly from you is the minimum we require to facilitate the lawful processing described above. Personally Identifiable Data placed on our system will be deleted in accordance with legal obligations, such as HMRC requirements. Outside of that The Home Management Company has developed a retention policy to ensure personal data is held only for as long as is required for the purpose we collected it or for our legitimate purposes.

 

Generally, personal data required for financial transaction and audit purposes, including reporting to the HMRC will be retained for 6 years plus the current year it is collected.

 

Personal data collected for the purposes of engaging with suppliers will be maintained for the duration of the commercial relationship and for a further 7 years thereafter.

 

Data Storage and Security

The Home Management Company follows strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission and to prevent unauthorised access. We store both physical and electronic records. We have put in place technical and organisational measures to ensure our physical security as well as technical measures for data backup, authorisation and authentication onto systems. We use secure firewalls and other measures to restrict electronic access, including anti-virus and anti-malware measures. If the data must be transferred to a third party, we require them to have in place similar measures to protect your personal data. We have a process in place to mitigate the impact of any data breach that should occur.

Only persons who need the information to fulfil their duties are granted access to personal data. We may require you to cooperate with our security checks before we disclose information to you. You can update the personal information that you give us at any time by contacting us directly.

 

Your rights as a data subject

The regulations
provide a number of rights to you as the Data Subject. The Home Management Company is committed to upholding those rights and those applicable to the personal information we collect and process are listed below. In addition to these rights, you have the right to escalate any concern to the Supervisory Authority, which in the UK is the Information Commissioners Office
https://ico.org.uk.  A full and detailed explanation of all rights can be found at https://ico.org.uk/for-the-public/

·         The Right to be Informed – you should be clear about what, why and in what way your personal information will be processed at the time it is
processed. This privacy policy sets out that information

·        
Right
of Access

– you have the right to know what personal information is held, by whom and why.

·         The Right to Rectification – If the information we have collected and processed is inaccurate or incomplete, you have the right to have it rectified.

·         Right to Erasure – You have the right to have your personal data erased and to prevent processing in some specific situations.

·         Right to Restrict Processing –  If you contest the accuracy of the personal data we hold, we will restrict the processing of your data until
accuracy is verified.

·         Right to Data Portability – You have the right to move, duplicate or transfer your data easily from one IT environment to another in a safe and
secure way.

·         Right to Object – You have the right to object to profiling and direct marketing

·         You also have rights in relation to automated decision making.

 

You also have the right to lodge a complaint with the UK’s supervisory body, The Information Commissioners Office www.ico.org.uk

 

Automated decision making

The Home Management Company does not use automated decision making to process personal data.

 

Third party websites

Our website may contain links to other websites. This privacy policy only applies to The Home Management Company., so if you follow a link to another website, you should read that organisations own privacy policy.

 

Changes to our privacy policy

We keep our privacy policy under review and we will place any updates on our website. This privacy policy was last updated in October 2019

 

How to contact us

You can write to us at
this address:

The Home Management Company

116 High Street

Bushey

Watford

WD23 3DE

 

You can telephone us on this number:

020 8950 7497

 

You can email us by using this link:

info@homemanco.co.uk