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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.
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 that we act as data controller for, we have determined the following basis:
Landlords
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Entering into Contract
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Identity Details
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Full Name
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Contract
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Legal Obligation
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Legal Requirement
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UK Residential Status for Tax
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Legal Obligation
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Entering into Contract
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Contact Details
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Address
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Contract
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Entering into Contract
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Contact Details
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Phone numbers
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Contract
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Entering into Contract
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Contact Details
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Email address
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Legitimate Interest
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Entering into Contract
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Financial Details
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Bank Account number
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Legitimate Interest
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Legal Obligation
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Legal Requirement
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Mortgage Consent (Right to let)
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Legal Obligation
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Entering into Contract
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Operational data
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Building Insurance
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Legitimate Interest
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Entering into Contract
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Operational data
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Signature
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Contract
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Entering into Contract
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Operational data
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Rent Guarantee Insurance
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Legitimate Interest
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Entering into Contract
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Verification
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IP Address
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Legitimate Interest
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Entering into Contract
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Verification
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Geo Location
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Legitimate Interest
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Legal Obligation
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Legal Requirement
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Overseas Landlord Approval Number
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Legal Obligation
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Legal Obligation
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Legal Requirement
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Proof of Identification
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Legal Obligation
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Entering into Contract
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Operational data
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Premises address
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Legitimate Interest
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Legal Obligation
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Legal Requirement
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Proof of Ownership
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Legal Obligation
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Marketing
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Identity Details
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Name
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Consent of the Data Subject
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Marketing
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Contact Details
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Email address
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Consent of the Data Subject
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Tenants
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Determining Suitability to Lease
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Identity Details
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Full Name
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Contract
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Determining Suitability to Lease
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Identity Details
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Previous Name
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Legitimate Interest
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Determining Suitability to Lease
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Identity Details
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Date of Birth
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Contract
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Determining Suitability to Lease
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Contact Details
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Current Address
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Contract
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Determining Suitability to Lease
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Contact Details
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Phone number
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Legitimate Interest
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Determining Suitability to Lease
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Contact Details
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Phone Number (Work)
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Legitimate Interest
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Determining Suitability to Lease
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Contact Details
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Mobile number
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Legitimate Interest
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Determining Suitability to Lease
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Contact Details
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Email address
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Smoker or Non Smoker
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Pet Owner?
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Current Employment Status
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Full Name of Employer
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Address of Place of Work
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Telephone Number of Place of Work
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Employer email address
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Date Started
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Position Held
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Legitimate Interest
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Determining Suitability to Lease
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Financial Details
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Salary Details
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Legitimate Interest
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Determining Suitability to Lease
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Financial Details
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Other Income such As Benefits
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Legitimate Interest
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Determining Suitability to Lease
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Financial Details
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Accountant Details if Applicable
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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CCJs or Court Decrees
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Bankruptcy or NVA
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Legitimate Interest
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Determining Suitability to Lease
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Operational data
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Joint Occupiers
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Legitimate Interest
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Legal Obligation
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Identity Details
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Passport/driving licence/utility bill
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Legal Obligation
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Legal Obligation
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Legal Requirement
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Visa (if applicable)
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Legal Obligation
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Legal Obligation
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Operational data
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Resident permit if applicable
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Legal Obligation
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Legal Obligation
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Legal Requirement
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Proof of address
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Contract
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Entering into Contract
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Verification
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IP Address
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Contract
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Entering into Contract
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Verification
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Geo location
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Contract
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Entering into Contract
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Legal Requirement
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Reference Validation data
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Legal Obligation
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Marketing Properties
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Contact Details
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Full Name
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Consent of the Data Subject
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Marketing Properties
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Contact Details
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Email Address
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Consent of the Data Subject
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Marketing Properties
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Contact Details
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Phone Number
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Consent of the Data Subject
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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
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Engage Commercially
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Contact Details
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Name
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Legitimate Interest
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Engage Commercially
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Contact Details
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Address
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Legitimate Interest
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Engage Commercially
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Contact Details
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Phone number
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Legitimate Interest
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Engage Commercially
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Contact Details
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Email address
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Legitimate Interest
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Engage Commercially
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Financial Details
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Bank details
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Legitimate Interest
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Legal Obligation
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Legal Requirement
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Public liability Insurance
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Legitimate Interest
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Legal Obligation
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Legal Requirement
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Employee liability Insurance
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Legitimate Interest
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Marketing
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Contact Details
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Name
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Legitimate Interest
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Marketing
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Contact Details
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Email address
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Legitimate Interest
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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.
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/
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 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:
You can email us by using this link:
