Myriad Homes is committed to protecting your privacy and this Privacy Notice explains how we use information about you and how we protect your personal data.
Data protection is changing. On 25 May 2018 existing data protection laws – as set out under the Data Protection Act 1998 – will change and be replaced by General Data Protection Regulations (GDPR).
Personal data is the information we hold about you.
We have a Data Protection Officer who makes sure that we respect you rights and follow the law. If you have any questions please contact our Data Protection Office by emailing DPO@MyriadHomes.co.uk (please put DPO in the email subject line); calling 03333 201970 or by writing to: Myriad Homes Data Protection Officer, Myriad House, 33 Springfield Lyons Approach, Chelmsford, Essex, CM2 5LB.
What information do we collect?
As a housing provider Myriad Homes collects, uses, manages and stores personal data of people applying to us for marketing information as well as our current home owners. If you are a home owner in one of our properties we use your information to provide services related to your lease.
Personal data can be any information that identifies and relates to a living person. This can include information that, when put together with other information, can then identify a person. For example, this could be your name and contact details.
The type of information we collect from you to provide services includes contact details such as you name, date of birth, previous address, telephone numbers, email address, National Insurance number and financial information.
We will always talk to you about your information and why we need it when we collect if from you.
You can see a full table showing what data we collect, what we do with it and how long we keep it at the end of this privacy notice.
Why do we collect and store your personal information?
In order for us to provide you services related to your sales enquiry and/or purchase we need to collect some personal information.
We also process personal data to pursue our legitimate interests. This means helping us to do our job as a housing developer and agent, for example ensuring prospective homeowners can obtain a mortgage on one of our properties.
We are committed to ensuring that the information we collect and use is appropriate for this purpose, and is not an invasion of your privacy.
We would never pass on your details to third party marketing companies, such as mortgage providers and solicitors without asking for your permission first. If you do agree to this, then you keep the right to withdraw your consent at any time.
What do we do with the data we collect?
We use the data we collect, store, use and manage so that we can deliver our services to you. We use your data to:
- provide a repairs and maintenance service;
- provide support services;
- provide you with information on properties or services that may interest you;
- investigate complaints;
- engage with customers to get feedback on our services;
We will do our best to keep your data accurate and up to date, and not keep it for longer than is necessary. We are required by law to keep some data, for example information needed for income tax and audit purposes. Some other types of personal data may need to be kept for longer periods depending on the reasons we have collected it. You can ask us about how long we need to keep your data and why we need it when we collect if from you.
We may send you information about properties, services or other promotional information
Based on information you share with us, we may send you information properties, services or other promotional material. We will always ask you for your consent to share information with you. At any time, you will be able to withdraw consent and we will no longer contact you. Information you share with us will be saved in a secure database for two-years. After this time, it will be deleted, unless you ask us to remain in contact with you.
You can withdraw consent at any time by emailing firstname.lastname@example.org; by calling 03333 201970 or writing to Myriad Homes, Myriad House, 33 Springfield Lyons Approach, Chelmsford, Essex, CM2 5LB.
You can register your interest on our website www.myriadhomes.co.uk or by contacting us through the channels above.
Our promises to you
We take the issue of your privacy extremely seriously and we promise to
- respect your personal data and keep it secure on your behalf;
- allow you to access the data that we hold about you;
- let you know how we use your data. We may update this notice, or contact you directly, from time to time to provide you with more information about how we use your data and protect your privacy;
- keep your data accurate and up to date by amending your records when you contact us or by asking you, from time to time, if the information we hold on you is still up to date.
The law gives you a number of rights to control what personal data is used by us and how it is used by us. You have the right to:
- be informed about what we do with your data. This privacy notice (which may be updated from time to time) is the principal way we will do this;
- access the data we hold about you;
- object to Myriad Homes processing your data (on the basis of our legitimate interests);
- tell us to correct your data where it is inaccurate and to ask us to stop processing your data until it has been corrected. If you think the data we hold on you is not accurate then please contact us on 03333 201970.
- ask us to erase your data. We will only do this if we no longer have any contractual obligations to you or there are compelling reasons to retain your data and we promise to explain these to you.
Why do we record telephone calls?
When you speak to someone at Myriad Homes on the telephone we record the conversation. We do this for both incoming and outgoing calls. We record calls for training and monitoring purposes to help us do our job well and to provide excellent customer service. This may include: verifying information that you have given to us, reviewing calls to respond to complaints and protecting our staff from verbal abuse.
Whenever you telephone us we will tell you that we are recording the call. Call recordings are kept for 12 months and then securely destroyed. We consider that it is in our legitimate interest to do this, however you do have the right to object to us recording your calls with us. If you wish to object please tell one of our Service Centre Advisors or ask to speak to the Data Protection Officer.
Who do we share your information with?
We may pass your personal data on to companies and people who work with us in providing housing related services to you. For example, we share your data with our parent company, Chelmer Housing Partnership Ltd (CHP) in order to provide services relating to defects under the defects warranty period for new build properties. CHP may pass your details on to other contractors but this will only be for the purpose of investigating and remedying build defects. In addition Myriad Homes may share your data with other third parties .Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf, such as , dealing with new build defects, or improvement works on your home.. When they no longer need your data to carry out this service, they will dispose of your details in line with Myriad Homes’s procedures. If we need to pass your sensitive personal information onto a third party we will only do so once we have obtained your permission, unless we are legally required to do otherwise.
The types of organisations we may share your data with are:
- Contractors who work with us to provide housing related services to you such as heating engineers, plumbers or carpenters in the event of a repair or housing defect;
- Local councils including council tax departments
- Utilities companies
- Local Estate Agents – if they are our appointed selling partners
- Solicitors for the conveyancing process
- Independent mortgage advisors to carry out preliminary financial checks if you decide to enter into a contract with us
Who can you contract for more advice?
We don’t want to be intrusive and don’t want to ask you irrelevant or unnecessary questions. The information you give us will be kept securely to minimise the risk of it being accessed by someone who shouldn’t have it.
We have a Data Protection Officer who makes sure that we respect your rights and follow the law. If you have any questions please contact our Data Protection Officer:
Email: DPO@MyriadHomes.co.uk (please put DPO in the email subject line);
Call: 03333 201970;
By post: Myriad Homes Data Protection Officer, Myriad House, 33 Springfield Lyons Approach, Chelmsford, Essex, CM2 5LB
You can also read this privacy notice on our website at myriadhomes.co.uk/privacy
For independent advice about data protection, privacy and other data sharing issues you can contact the Information Commissioner’s Office (ICO).
You can also contact the ICO directly if you think we have processed your data in a way which you think is unfair or unlawful, or are unhappy with how we protect your privacy rights in general:
Call: 0303 123 1113 (local rate) or 01625 545745.
By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Last updated: April 2018
The data we collect, what we use it for and how long we keep it
What data we collect/process
What is it used for
Our legal basis for processing your data
How long do we keep it?
This data is used from your initial enquiry through to maintaining your leaseholder/freeholder accounts with us.
12 years or after interest ceases
Contact information for marketing
This data is used to send you marketing information about properties or services we think will be of interest to you based on data you have shared with us.
This data is used to confirm your identity during the conveyancing process and to confirm:
To fulfil our legal obligations
12 years after settlement of all issues