Heritage Land Ltd, Heritage Landbank (Holdings) Ltd and our other subsidiaries believe in protecting your privacy and the confidentiality of your personal information and we take data law seriously. To explain how we collect, use and protect this information we have adopted this privacy notice.
The data controller for the purposes of the Data Protection Act and the General Data Protection Regulation is Heritage Land Ltd, Heritage Landbank (Holdings) Ltd and our other subsidiaries.
You can ask any questions you may have about privacy and/or data protection, as follows:
Contact number: 020 7734 8402
Web Site: www.HeritageLandPlc.com/privacynotice.html
This privacy notice applies to licensees, tenants, former tenants, owners of enfranchised dwellings and all other occupiers and applicants for occupancy of our properties, including their guarantors where applicable.
About this privacy notice
We collect personal information as part of the letting and sale process and during the course of your occupancy.
We must have a lawful basis to process your personal information. Generally, we are allowed to do this where necessary in connection with a contract between us (such as a lease, licence or other agreement) where it is necessary for us to comply with our legal obligations, or where we have a legitimate interest to do so (but we will always consider whether your right to privacy overrides our interest).
Personal information we collect and how we collect it
You provide personal information to us as part of your application for a tenancy or other form of occupation and in connection with your contract and onwards. If you fail to provide certain personal information when requested we may not be able to offer you a contract, perform a contract if we have entered into one with you, comply with our legal obligations or enforce yours or others’.
We and/our agents may collect information from the application process onwards, directly from you or a background check provider. We and/our agents may collect additional personal information from third parties including employers, credit reference agencies or other background check providers.
This information can include but is not limited to identity, contact details, names, dates of birth, ages, postal addresses, email addresses and telephone numbers, information about employment including employment status, salary, job title, copies of identification documents (passport, driving licence, birth certificate, etc.), confirmation of right to live in the UK, references and other information included as part of the application and on-going processes, financial information, such as your account details, payroll records, tax status information, information about any outstanding English County Court Judgments (CCJs) or information about any Scottish decrees for payment or international judicial judgements and information about criminal convictions.
This may extend to organisational contact information including postal address(es), email addresses, telephone numbers, accounts and so on.
Personal information we collect about you from other sources
We may collect personal information from other sources including publicly available information form such sources as Companies House, the Electoral Roll, County Court Judgments, decrees for payment, and repossessions this may include details about home, household, vehicles, financial situation and debts, information that are shared publicly, including on social media, information from the internet and third party databases or data suppliers, such as property sites, auction sites and credit reference agencies, including details about the home, belongings and creditworthiness
This list is not exhaustive and in specific instances, we may need to collect additional personal information for the purposes set out in this notice.
How do we use your personal information?
The main legal basis on which we use personal information is to enable us to enter into, perform and enforce a contract, comply with legal obligations and to pursue legitimate interests of our own or those of third parties.
Telling you about things that we think may be of interest to you
We may use personal information to inform about events, availabilities or activities that we think may be of interest.
We may also use it to invite you to participate in market-research. If we do contact you about market-research, you do not have to participate. If you tell us that you do not want to receive market-research communications, we will respect this.
For occupants of our properties we also use some personal information for maintaining historical records.
In respect of personal information about, the fundamental right to privacy is more important than any public interest in our records. We have a legitimate interest in keeping this personal information.
Change of purpose
We will only use personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use personal information for an unrelated purpose we will notify you and we will explain the legal basis which allows us to do so.
Information about criminal records
We may only use personal information relating to criminal records where the law allows. We may use this information in connection with the application process to assess your suitability for an occupancy agreement.
Who do we share your personal information with?
We may share personal information with our employees or agents where this is necessary, such as for administration purposes. Personal information will only be shared with such parties as are reasonably necessary.
We may need to share personal information with certain third parties, including third-party service providers, and we require third parties to respect the security of personal information and to treat it in accordance with the law.
We will share personal information with third parties where required by law, where it is necessary to administer your occupancy, support our relationship with you or where we have another legitimate interest in doing so. The following activities are carried out by third-party service providers:
Letting and managing our properties; providing utility supplies to our properties when occupants leave; undertaking property compliance requirements; undertaking maintenance and repairs.
There are also certain exceptional circumstances in which we may disclose personal information to third parties. This would be where we believe that the disclosure is required:
By law, or in order to comply with judicial proceedings, court orders or legal or regulatory proceedings; due to the collection of debt and/or and tracing agencies; due to planning and/or building requirements; due to environmental schemes and designations; if contact has otherwise been lost; to protect the safety of our employees, our property or the public; for the prevention or detection of crime, including exchanging personal information with other companies or organisations for the purposes of fraud protection and credit risk reduction.
Sharing your personal information
We will not make any personal information concerning you available to the public, except in the case of our historical records which will be stored securely and confidentially before being made available to the public.
How long do we keep data?
We will only keep personal information for as long as we require it or until periodic purges.
We have a legal obligation to provide you with concise, transparent, intelligible and easily accessible information about personal information and our use of it. We have drafted this notice to do so, but if you have any questions or require more specific information, you may contact us.
You have the right to access your personal information.
You have the right to ask us to confirm whether or not we hold any of your personal information. If we do, you have the right to have a copy of it and be informed of why we have been using it, what categories of information we are using, who we have shared it and how long we envisage holding it.
In order to maintain the security of your personal information, we will have to verify your identity before we provide you with a copy of the information we hold.
You have the right to correct any inaccurate or incomplete personal information.
You have the right to be forgotten.
At times it is may no longer be necessary for us to hold personal information. This only relates to the following:
The personal information is no longer needed; you withdraw your consent for us to use the personal information (and we do not have another lawful reason to use it); you object to us using your personal information and we have no overriding reason to keep using it; we have used your personal information unlawfully; we have a legal requirement to expunge personal information.
In those situations you have the right to have personal information deleted and if you think a situation like this applies please contact us.
You have the right to have a copy of your personal information transferred to you or a third party in a compatible format.
You have the right to obtain a copy of your information for your own purposes. This right allows you to move, copy or transfer your personal information more easily from one IT system to another, in a safe and secure way. This right shall only apply where:
we are processing your personal information for the purposes of entering into or performing a contract; or you have provided consent for us to process your information.
If you would like us to transfer a copy of personal information to you or another organisation in a structured, commonly used and machine-readable format, please contact us.
You have the right to object to receiving emails from us about events, availabilities and activities.
You have the right to object to us using your personal information for our own legitimate interests
Our aim is to ensure your rights and personal information are properly protected. If you believe that the way we are using your personal information is not justified due to its impact on you or your rights, you have the right to object. Unless we have a compelling reason to continue, we must stop using your personal information for these purposes.
You have the right to restrict how we use personal information.
You have the right to ask us to stop using personal information in any way other than simply keeping a copy. This right is available where:
You have told us the information we hold is incorrect and we have not yet been able to verify it, you have objected to us using personal information for our own legitimate interests and we are in considering your objection, we have used your personal information in an unlawful way, but you do not want us to delete it, we no longer need to use the personal information, but you need it for a legal claim
If you believe any of these situations apply, please contact us.
Any changes we make to this privacy notice in the future will be posted on www.HeritageLandPlc.com/. Please check back to see any updates or changes to this privacy notice.
Complaints about our collection or use of personal information you should be made to us in the first instance so that we may try to settle your objection and if you are not satisfied with our response you have the right to make a complaint to the Information Commissioner’s Office (ICO) (https://ico.org.uk) which is the statutory body which oversees data protection law in the United Kingdom.