The privacy of your information is important to us at Hyde New Homes and we are committed to handling your information securely, respectfully and in line with data protection law. The purpose of this notice is to tell you what to expect when Hyde processes the personal information (‘personal data’) we collect when you become one of our customers or each time you contact us. Personal data is any information which relates to an individual who can be identified from that information. “Processing” includes the collection, recording storage, use, disclosure, or destruction of personal data.
Where we refer to ‘we’, ‘us’ or ‘our’ in this policy, this refers to Hyde New Homes a trading name of Housing Association Ltd (Hyde) and its subsidiaries: Martlet Homes Ltd and Hyde Vale Ltd together described in this document as “the Group”.
This privacy notice applies to the Group, its partners, and contractors acting on its behalf. Additionally, some service areas within the Group may provide additional privacy notices when you register or engage with them.
For further information, please contact our Information Governance Director at the following address:
Information Governance Director
Hyde Housing Association Ltd
30 Park Street
London SE1 9EQ
We make every effort to collect only the personal information we need from you. Most of the information we hold will be collected directly from you, but we may also obtain information from another person or organisation if we have a genuine right to do so. This could include your Mortgage Lender, Solicitor or Financial Advisor. In addition, we may also obtain your information from available public sources.
We rely on your consent to share information with website hosts, development, and marketing partners to respond to enquiries and market properties. We have a contractual need to share information with Independent Financial Advisors and conveyancing solicitors for completion of agreement, mortgage providers for recovery of debts, and contractors for remedying defects.
We are under a legal obligation to share information with local authorities to confirm eligibility and provide council tax updates, and to respond to law enforcement agencies to address fraud and crime.
Personal data – This is any information that can be used to identify you, for example your name, address, date of birth, email/postal address, telephone number, credit/debit card / bank details and information relating to your personal circumstances.
Special category data – This is sensitive personal information. We collect health/accessibility data, to address accommodation needs.
When we ask you for information, we will clearly state why we need it. We use the information we collect from you (as applicable) in various areas of work, including:
1. Assessing and processing housing applications
Name, contact details, telephone numbers and email addresses for use across The Hyde Group and by our contractors and partners.
Detailed personal information about you and other household members including age, sex, title, date of birth, income and benefits details, employment status, job title, relationship status, accessibility requirements, EU citizenship (to check for Indefinite Leave to Stay) and household members is required, as it is in our legitimate interest to know who lives in our premises. We assume any information you provide about household members is provided with their full knowledge and you should direct your household members to this policy.
We are unable to accept or process an application for the purchase of a property without this information.
2. To assist with personal security and prevention and detection of crime
We may capture your image on our CCTV or video systems if you visit a development.
3. To prevent fraud and illegal sub-letting
We may require your proof of identity from time to time, for leasehold audits.
4. To understand your needs and how we’re performing
We conduct satisfaction surveys so we can maintain our service standards to you and handle complaints more satisfactorily.
5. To keep in touch
Updating you and inviting you to events which we think may be of interest to you.
6. To provide a copy of the completion statement to the Hyde Resident Services Team
This assists with utility and council tax suppliers.
7. To manage your lease
If you enter a lease with Hyde New Homes, we will share information on your historic and current rental payments and arrears (if any) with mortgage lenders.
8. Direct marketing
Providing you have opted in, or because you have been interested in similar services from us previously, we may send you communications about opportunities or related services which we think will be of interest to you. Our forms have clear marketing preference questions. You may opt out at any time by clicking on the ‘unsubscribe’ link located at the bottom of the marketing email you receive.
9. Case studies
Your information will be shared with our sales & marketing team and selected public relations agencies for the purpose of conducting interviews and photo shoots. This may be used in internal communications and external publications. Case studies will appear on the news section of hydenewhomes.co.uk for a period of up to 5 years. If you wish for your case study to be removed, please email [email protected]
10. Social media
Information collected in a case may be used on our social media platforms. Photography taken at the completion of your purchase may be shared as an internal communication and on our social media platforms. If you wish for your image to be removed, please our email [email protected]
11. Background checks
We will carry out financial and biometric checks to ensure you can purchase the property. Such checks include affordability, right to purchase in the UK and Anti Money Laundering, Most Checks are done internally, however, the Anti Money Laundering checks are carried out by a trusted third party for all properties we own or manage. These checks include the ‘Politically Exposed Person’.
We typically obtain your personal data from:
You yourself and your household members (for instance because you have provided us with that information in the course of applying to purchase a house)
Your financial adviser, mortgage broker or solicitor in the course of your application to purchase a house
There may be additional situations where it is necessary for us to share some of your information with others. Where this is the case, we will only make such disclosures when they are in line with our obligations under GDPR or where they are required by law. Some of the organisations that we may share personal information with include, but are not restricted to:
We ensure the organisations above and any others we might share information with understand that the personal information provided must be used for the reasons we have specified and must be kept safe and secure.
We will never sell your personal information to any third parties.
Our business is based solely in the United Kingdom, and so we do not ordinarily send data overseas. We sometimes make use of cloud-based systems to support the management of our business and we ensure that there are appropriate safeguards in place to protect your rights.
Data related to Customer Enquiries:
This is retained for 18 months. If there is no communication activity during this period, we send out reminders and delete personal data of non-respondents following this. Although we delete your personal data from active use, we will still have copies of your personal data that is stored on our backup drives. This is only accessible by a limited number of staff within our Technology Team backup data is retained for a period of 2 years, for business continuity purposes.
You have the following right over your data where you can request:
To exercise your right to request a DSAR, please complete our online form at Privacy Web Form (onetrust.com). We will utilise a third provider platform, One Trust, to manage all DSAR requests.
To exercise any of your other rights, please contact us at [email protected]. We will consider every request and if we cannot agree to it, we will let you know why and how to appeal this decision.
There are some occasions where automated decisions may be made using pre-programmed criteria on our systems, for example eligibility for certain of our sales products such as shared ownership.
You have the right to challenge the validity of any decisions made in this way and ask us to review this. You may also ask us not to process your information in this way. Please contact us at [email protected] if you wish to discuss this with us.
If you are not satisfied about our response to any query about your personal information that you raise with us, or if you believe that we are processing your personal information in a way which is inconsistent with the law, you may raise a complaint to the Hyde Information Governance Team at: [email protected]
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) who are the supervisory authority for data protection in the UK. You may contact them by calling 0303 123 1113 or go online to www.ico.org.uk. If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
Hyde New Build Ltd ZA753345
Martlet Homes Ltd Z5258353
Hyde Vale Ltd ZA191353