Privacy Policy Statement Last update 25 th May 2018.

Transcription

1 Privacy Policy Statement Last update 25 th May Introduction We want our customers to receive a prompt, efficient and courteous service that is delivered in a positive and transparent manner. The use of personal information is essential if we are to help you find a home that best meets your needs. This privacy policy tells you what to expect when we collect personal information. Your Rights You have certain rights under data protection regulations. These are: The right to have your personal information corrected The right to object to certain processing of your personal information The right to have your personal information erased The right to request access to your personal information The right to move, copy or transfer your personal information The right to complain This privacy policy addresses how we will ensure your rights are protected. How we collect information We collect information when you: visit our website use our social media channels (Twitter, Facebook) take part in our surveys , call or text us enquire about a property we are selling apply for a property we are selling

2 Information we hold on you We may collect and process the following data about you: Personal information, such as your name, address, date of birth and other data that is relevant to your enquiry or application for shared ownership housing Financial information, such as employment details, income, savings and debts that is relevant to your enquiry or application for shared ownership housing Details of when you contact us and we contact you, as well as visits to our website including, but not limited to, traffic data, location data, weblogs and other communication data Information that you provide by filling in forms, whether in electronic or paper format. This includes information provided at the time of registering with us, requesting information on our products, or subscribing to our newsletter Information provided in any correspondence sent direct to us or via a relevant third party such as a housing provider, a solicitor or financial advisor Using your information The information we request from you is required for our own, or a third party s, legitimate interest. The information we obtain from you will be used to: Understand your requirements Make decisions about your eligibility and the suitability of different housing products Assess your financial circumstances Verify your identity Carry out our obligations arising from any contract entered between you and us Identify the most suitable channels of communication Notify you about changes to our products and/or services which may be of interest to you Ensure legal and regulatory compliance Prevent and detect financial crime Improve our customer service Using your information for marketing purposes We wish to avoid marketing that is intrusive or excessive. Your details are used to help us to identify our products and services (and those of selected third parties) that we believe may be of interest to you. You will be given the opportunity to opt out of receiving marketing information. You can also contact us at any time to confirm that you do not want to receive information from us by phone, , telephone or social media (or any combination of these).

3 Where third party marketing agencies are used we will expect them to abide by the Direct Marketing Association s Code of Conduct. Sharing your information We may disclose your personal information to other people or organisations if any of the following applies: We have your consent to do so or For the purposes of submitting your application and supporting documents for any housing product to a housing provider For the purposes of providing you with access to services that are relevant to the purchase of a housing product. For example, independent financial advice and legal services To specialist market research agencies for the purposes of improving our products, services and marketing communications (where data will be anonymised) Where we are required or permitted to do so by law or regulation Anyone we share data with will be required to maintain the confidentiality of your information. Disclosure of your information We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act We may disclose your personal information to third parties: In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets. If The Shared Ownership Shop Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets. If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply the terms of any agreement; or to protect the rights, property, or safety of The Shared Ownership Shop Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. Sensitive personal information

4 In order for us to assess your suitability for the housing products on offer we may need to collect information which data protection regulations defines as sensitive. In such cases we will always explain what information we need and why it is needed. Such information will be processed and stored securely. This information may also be required by the housing provider. Where it is we will ensure that it is shared with them in accordance to our data protection regulations. Holding your information The data that we collect from you will only be stored and processed by staff based in the European Economic Area ("EEA"). By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. We secure all personal information you have provided to us on computer servers in a controlled, secure environment, and protect that information from unauthorised access, use or disclosure. Retaining and updating information We will hold the data you provide to us for as long as necessary to comply with any statutory or legal obligations or for audit purposes. We will seek to ensure that the information we hold about you is accurate and kept up to date. This means that we may ask you to confirm the data we hold about you when we have any contact with you. Checking Identity Checking identity is an important way of fighting money laundering and other criminal activities such as fraud. In support of any application we will ask you to provide us with certain documents to validate your name, address and your citizenship status. Social Networking Sites We may monitor and respond to comments or opinions on social networking sites including Twitter and Facebook.

5 Information requests Sometimes you may wish to make an informal request to see the personal data that we hold about you. We will be happy to deal with such requests but to protect your confidentiality we will check that the person requesting it has the right to receive it. To do this we may ask you to prove your identity or provide written authority before making information available. You can find out if we hold any personal information on you and request that information by making a subject access request. If we do hold information about you, we will: provide you with a description of it tell you why we are holding it and how long for tell you who it could be disclosed to; and where possible let you have a copy of the information in an intelligible form. A subject access request needs to be made in writing (either by or letter). If you find that the information we hold about you is incorrect, you can make a request for this to be corrected. In addition, you can ask us to delete the information. To do so please call us on or us at contactus@sharedownership-shop.co.uk. Applicable Law We collect, hold and process your personal information in accordance with the Law of England and Wales. Making a complaint You have the right to submit a complaint about our processing of your personal data. Our supervisory authority is the ICO and submitting a concern can be made using their website: The Shared Ownership Shop is registered with the ICO. Our registration reference is ZA214297

6 Contacting us Address The Granary, Station Farm, Denton Road, Horton, Northamptonshire, NN7 2BG Phone Changes to this policy We nay change this policy from time to time. We encourage you to check this policy for changes whenever you visit