Shropshire Homes Privacy Notice
Who we are?
Shropshire Homes Ltd and Shropshire Homes Management Services Ltd are a limited companies registered in England and Wales under company numbers 1567991 & 11748074. Our registered office is The Old Workhouse Cross Houses Shrewsbury SY5 6JH. We are registered with the Information Commissioners Office as a Data Controllers – Registration No’s. Z4557104 & ZB091032
We operate as Joint Data Controllers for any personal data which you provide to either of the companies named above, as the operations of both are explicitly linked and share the same facilities.
Your privacy matters to us and we are committed to the highest data privacy standards, confidentiality and adherence with the Data Protection Act 2018 and UK GDPR.
To disclose this to you, our Privacy Notice includes the following:
- What data we collect from you.
- How and why we process it.
- Who we share it with and why.
We adopt the six core principles of data protection which are:
- Lawfulness, fairness and transparency - we process personal data lawfully, fairly and in a transparent manner in relation to you, the data subject.
- Purpose limitation - we only collect personal data for a specific, explicit and legitimate purpose. We clearly state what this purpose is in this Privacy Notice, and we only collect data for as long as necessary to complete that purpose.
- Data minimisation - we ensure that personal data we process is adequate, relevant and limited to what is necessary in relation to the processing purpose.
- Accuracy - we take every reasonable step to update or remove data that is inaccurate or incomplete. You have the right to request that we erase or rectify erroneous data that relates to you, and we will complete this task as soon as possible but guarantee to do so within a month.
- Storage limitation - we delete personal data when we no longer need it. Whilst the timescales in most cases aren't set, we outline our retention strategy within this Privacy Notice.
- Integrity and confidentiality - we keep personal data safe and protected against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Collection of your Personal Data
We collect your personal information via disclosure directly from you. This might be via our website, telephone, e mail, social media, letter or face to face engagement.
Categories and Type of Personal Data Collected and processed.
We may collect the following personal information from you, depending on what we are providing for you:
- Telephone number(s)
- E mail addresses(s)
- Financial / Mortgage details
- Satisfaction Feedback and/or reviews
- Warranty claims / complaints
- Marketing preferences
We would not normally need to collect any ‘Special Category’ data such as health or medical information – however this would be required if you unfortunately suffered an accident or injury whilst visiting one of our housing developments or offices.
We treat all personal data as confidential regardless of its category.
Reason for Data collection and processing activities.
Contact information is captured to enable us to contact you through various communication channels on matters directly related to your enquiries, purchases or ongoing maintenance of the estate where you purchased a property. This information may also be required if you have consented to receiving marketing or sales information from us.
Financial and mortgage details would be required in order for us to administer the sales of properties to you and estates management services. Information regarding warranties, satisfaction feedback or complaints is required in providing after sales services or support.
Sharing of Personal Data
Your information may be shard between the two companies in situations where we will be providing management and maintenance of the estate on which you purchased a property.
During the delivery of our services to you, we may share your data with other companies who are critical in enabling us to provide efficient communications, marketing, sales administration, mainteance and after sales warranty support for properties.
These companies will be our Data Processors and are contracted to provide the same levels of protection of your personal data as we have in place ourselves and to maintain strict confidentiality.
We may also need to share your personal data with government agencies or authorities in meeting our or your legal obligations.
A full list of our Data Processors can be provided to you on request.
Securing and Processing of your Personal Data
Your data is stored securely and held within our own premises or electronic systems and those of contracted online services. Access to your data is limited to only authorised persons who need it and under strict confidentiality requirements.
Access can only be gained to your data through unique login credentials and/or authorised physical access. Electronic data is held & transferred using encryption methods and all systems /devices in use employ protection against cyber-attacks.
In the unlikely event that we lose your data, or a device on which your data resides, or it is accessed by someone unauthorised, we have a duty to inform you immediately. If the loss or unauthorised access of your data has potential to cause you harm, we will also report this to the Information Commissioners Office, who are responsible for regulating data protection legislation in the UK.
Our legal basis for processing your personal data
We are required to identify one of six possible legal grounds for processing. These are:
- legitimate interests
- vital interests
- public task
- legal obligation
The majority of our processing of your personal data is crucial in providing you what you require from us and therefore will be processed on the grounds of a contractual requirement.
In cases where we are legally required to process your data our basis will be a legal obligation.
We will also process your data under our legitimate interests when determining the systems and communications used for its processing.
Your personal data will only be used for marketing purposes if we have your consent.
If special category of data was needed to be processed, this would be on the basis of a legal obligation.
How long do we keep your personal data for
Your rights in relation to personal data
Under the UK GDPR’/ Data Protection Act 2018, you have rights to access and control your personal data. These rights include:
- access to personal information
- correction and deletion
- withdrawal of consent (if processing data on condition of consent)
- data portability
- restriction of processing and objection
- lodging a complaint with the Information Commissioner’s Office
You can exercise your rights by emailing us at:
firstname.lastname@example.org or writing to us at the address given below.
If you are unhappy with anything we have done with your data, you have the right to complain to the Information Commissioners Office.
To make a complaint to the Information Commissioners Office use the link below or call their hotline on Tel No.: 0303 123 1113.
Our website may contain links to other company’s websites for which we have no control and you should ensure you are comfortable with their Privacy and Cookie policies.
How to contact us?
For all data protection matters or questions relating to how we manage your data, you can contact us means:
Post: Office Manager, Shropshire Homes Ltd, The Old Workhouse, Cross Houses,
Shrewsbury. SY5 6JH