- What personal information is
- How we collect your personal information
- The types of personal information we collect
- How we use your personal information
- The legal basis for processing your personal information
- How we share your personal information
- How long we keep your personal information
- How we keep your personal information secure
- Your rights in relation to your personal information
- How to make complaints and how to contact us
2. Our commitment to you
We are committed to safeguarding your personal information and we comply with all data protection laws including;
- The Data Protection Act 1998
- The GDPR – General Data Protection Regulations; and any regulations made under or to supplement either of the above, relating to the personal information that we collect about you
3. When do we collect personal information about you?
We may collection personal information when you;
- Visit/access one of our websites or platforms
- Contact us by telephone, email, SMS, letter or any other form of messaging
- Visit any of our offices or developments
- Complete any of our website forms
- Access information about our developments and/or new homes via a third-party provider, such as a property portal, e.g. Rightmove or others
- Whenever you enter into any transaction with us, whether it’s in person or any other way
- If you request information from us with a view to entering into a transaction with us
This may include, for example, your:
- Contact details; information that allows us to identify and contact you directly such as your name, address, email address, telephone number and addresses
- Identification information; passport and other official identification details, information from a third-party money laundering check provider, Companies House information, National Insurance number, membership of relevant schemes.
- Details of your work history; this may include positions, roles, responsibilities, professional qualifications
- Advisors appointed by you; Including mortgage brokers, lawyers, financial advisors, surveyors
- Business information; Including property owned by you, transactions, amounts paid or owed
- Responses to surveys, competitions and promotions; we keep records of any surveys you respond to or your entry into any competition or promotion we run
- Creditworthiness; We may undertake investigations into your creditworthiness to establish whether to enter or continue a business relationship with you.
- Details of your performance; When working with, or for us, in relation to any project or work we are engaged in
- How your use our website; we collect information about the pages you look at and how you use them, usernames and passwords
- Videos, photographs and audio recordings; which you, or other people, take and provide to us or we take ourselves
- Details of the correspondence (including email correspondence) you send and receive from us, and details of any claims; this includes letters and emails, SMS, MMS and other electronic communication and may in some cases, include audio recording of Requests for additional information. Sometimes we will require you to provide further personal information. This may be if you are purchasing or thinking about purchasing a home from us, or if you ask us to contact you with properties / developments that may be of interest to you. Whenever we do this, we will tell you why we are collecting this information and how we will use it
- Queries via social media; Our social media pages, such as Twitter and Facebook, are monitored by a third-party company. They pass any customer queries, questions or complaints onto the most appropriate person in our team, so that we can respond accordingly
- IP addresses; We keep a record of traffic data which is logged automatically by our servers, such as your Internet Protocol (IP) address, device information, the website that you visited before ours and the website you visit after leaving our site. We also collect some site, application and service statistics such as access rates, page hits and page views. We are not able to identify any individual from traffic data or site statistics
- CCTV and monitoring; Our developments, Head Office and Sales Offices all use CCTV to make sure we provide a safe and secure environment for all visitors to our premises and to ensure the protection of our employees and property
4. How will we use this information?
We do not sell customers personal data to third parties and will only use your personal information to provide you with details of our own products, properties or developments which we believe will be of interest to you. In addition, we may use your information to;
- Contact you; If you have indicated a specific interest in a property /development, or a particular area in which we have properties /developments available
- Provide a relevant service. If you have contacted us for a specific purpose or accessed our services by completing a website form and not opted out, we’ll consider your perceived preferences for a specific property type or location. If you do not wish to receive this personalised service, you can unsubscribe from our emails or similarly contact us as set out in section 10 of this policy
- Tailor our service to your location. With your permission, we may use IP addresses and device identifiers to identify your location. We will use this general, depersonalised statistical purposes. We may also use this information to direct you to specific developments/properties in your area
- Improve our service. We provide information to third parties for research and analytical purposes, so that we can improve the services we offer you. Please rest assured that any personal information given to use for a specific use or purpose will not be used for any other purpose without your notification and (where appropriate) permission. See section 10
5. When will we contact you?
We may contact you;
- For legitimate purposes aligned with our contract; In relation to a previous communication from you. This includes any comment or complaint concerning us, our services, properties or developments, or any previous contact we may have had with you
- If you requested further information or signed up to a product, property or development, whether directly through us, or via a third-party provided, such as a property portal
- If you have expressed an interest in a specific product, property or development
- To provide you with additional information concerning a specific property / development, type of property / development or similar properties / developments to those in which you have expressed an interest
- For marketing purposes if you have chosen to receive a service from by completing one of our website forms and not opted out, in accordance with this policy see section 6
6. Contacting you for marketing purposes
We will only contact you for marketing purposes via email, SMS or phone, if you have agreed to this, or where you have requested a service from us and not opted out. You can easily unsubscribe from any of those sources at any time.
We will deem a service request to be any of the following;
- Arrange a viewing – to request a viewing. In this instance, we will call you to arrange a suitable time for an appointment for you to visit one of our developments
- Call back request – when you request us to call you back to find out more about one of our developments
- Keep me informed – This is where you ask us to keep you updated on a development that has not launched yet (coming soon site)
- Download brochure – when you request to download a brochure of one of our developments.
- Information / emails/ SMS/ phone calls – We offer regular information by emails, telephone and SMS communications concerning our properties and developments
- Tailoring our service to you – We may personalise our communications with you based on the information you provide to use and the information we obtain when you use our platforms
- Third parties – We do not allow the information we hold about you to be used for advertising purposed or contact from third parties However, if you show an interest in a specific property/development or type of property/development via a third-party website, such as a property portal, this is outside of our remit – we do not have control over who else can contact you
7. Keeping your information private
Your information will be kept private and confidential, except where we are obliged/permitted to share it with third parties by law (e.g. Government bodies, law enforcement agencies and similar).
We will retain your information within our group of companies, except; At your request; if you have requested that we share the information with you or have given your permission. To fulfil our contractual/ similar obligations to you; For example, in connection with any property you are in the course of purchasing, or have purchased from us, or which you have previously sought to purchase from us.
This could include;
- To our solicitors, your solicitors, or other advisers for the purposes of progressing a sale or dealing with any issue you may have
- To a third party for the purposes of carrying out a survey in relation to your experience with us
- With a consultant or subcontractor appointed to carry out/required to carry out work to a property which you have purchased
- To any of your advisors in connection with any contract or transaction entered into with us for the purposes of performance of our obligations
- For statistical or similar analysis in relation to purchase or use of our properties, products or any service we provide
- Keeping you in the know
- When you enter into a contract with us, we will set out, as comprehensively as possible, the purposes for which we may use your personal information to fulfil our contract with you and any issues relating to our performance
- Destroying data
- Whilst not sharing your personal information, we may use suitable and accredited third party organisations specifically for destroying or deleting any personal data
8. Is there an age limit to who we can contact?
If you are under the age of 18, you should obtain your parents or guardians permission before you contact us. It is unlikely that we will be able to provide you with any information which may assist you, or be relevant to you, until you reach the age of 18. This is simply because of the nature of the legal obligations you will enter into when purchasing a property.
9. How long do we store your information?
This is dependent upon its purpose, or the amount of time set out in the contract you enter into with us. Below are a number of examples of the type of information we may store and, in each case, for the amount of time until such information will be destroyed.
Purchasing a property;
- If you enter into a contract with us to purchase a property, we will hold your information for a maximum of 10 years from the date of completion of that purchase. This is to comply with the warranty period offered under the customer NHBC guidelines on all of our homes
- Anti-money laundering; If you provide us with personal information so that we can fulfil any anti- money laundering obligations, we retain such information for a period of 5 years – this is to fulfil our legal obligations
If you contact us;
- If you get in touch regarding any of our properties/developments or types of property / developments or the services we provide – whether we receive such contact directly from your or via a third party – we will retain your personal information until whichever of the below happens first;
- You request that we delete it; we will need to retain a record of your request to be deleted.
- A maximum period of 5 years; from the date that you last contacted us – directly or via a third-party – in relation to any of our properties or developments. We will use all reasonable efforts to delete (aside from the note of your request to be deleted) all information in our possession which constitutes, in our reasonable opinion, personal data belonging to you.
10. Your rights
- Deletion of personal data ‘right to be forgotten’ It is your right to request the deletion of your personal data from our records, except (as explained above) if it is necessary for us to perform our legal obligations or contractual obligations to you or another third party.
- Keeping your details accurate – You have the right to ask us to rectify any personal data we hold about you which is inaccurate or incomplete.
- Sending a request – A request for the deletion or correction of personal data should be addressed to the Data Protection Officer at Risby Homes at our registered office, or by email to email@example.com.
Please note, that while we always strive to comply with any requests you make, we cannot guarantee to action any request for the deletion or rectification of your personal data if it is not made using the method outline above.
What do we do?
Within reason, we will aim to make anonymous and/or delete any of the personal data which we hold in relation to you. It is in the nature of digital or computer records that we cannot guarantee that every trace or record of your personal data will be removed, but we will delete it as far as it is reasonably possible for us to do so.
Third party platforms
11. Finding out what personal information we hold
You have the right to access any personal information that we process about you and to request information about;
- What personal data we hold about you
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed to
- How long we intend to store your personal data for
- If we did not collect the data directly from you, information about the source
- If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible, unless there is a valid reason for not doing so, at which point you will be notified.
- If you would like your personal data to be removed or the use to be amended, you have the right to request;
- Your personal data to be erased (deleted) from our records;
- The use/processing or your personal data to be restricted in accordance with data protection laws;
- To opt out of any direct marketing from us (this can be done in several ways and will depend on the marketing you are receiving. Please see the marketing material for how to unsubscribe);
- To be informed about any automated decision making that we use.
- If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.
- We will inform you if your request is possible under current regulations and inform you to what extent your request has been processed. Where we are under legal obligation to retain your information, we will clarify the requirements around the extent of data as well as the duration we will continue to hold your personal data
If you would like to make a request around the processing of your personal data, please contact firstname.lastname@example.org.
12. Accessing our platforms from outside the UK
Depending upon your location, different privacy rules may apply as matter of law. These are presently harmonised within the EU, but you should note that any personal information that we use, or process, is done so in accordance with the law applicable in the UK
What is a cookie?
A cookie is a small text file that is downloaded onto your computer when you visit certain websites and allows a website to recognise a user’s computer. Cookies are used to help users navigate websites more efficiently and to perform certain functions, as well as to provide information to the owners of the website.
What cookies do we use?
Cookies used are essential for parts of the website to operate and have already been set. You may delete and block all cookies from this website, but please be aware that restricting or deleting cookies may impact on the functionality of the website. Your web browser may allow you to restrict or delete cookies set by the website. The Help function within your browser should tell you how.
Alternatively, you can visit www.allaboutcookies.org which provides general information about cookies and how you can manage cookies on your computer.
Information about other websites
We cannot control any information concerning websites other than those operated by us. You must refer to those websites for their terms and conditions and privacy policies.
14. Changes to our privacy and cookies policy
We may make changes and update our privacy and cookies policy from time to time and in accordance with updated legislation. Any such changes will be shown here as part of our privacy and cookies policy and will apply from the date that they are published. We are unable to contact you directly to inform you of these changes, other than in response to a specific request made to our Data Protection Officer as referred to above.
15. Contacting us concerning our privacy and cookies policy
Any contact you wish to make with us concerning this policy or how it works in practice should be directed to the Data Protection Officer. Please either write using the email address provided, or via post to our registered office;
White House Farm