Your Privacy

Your Privacy

Privacy Policy

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Trafford Housing Trust Ltd trading as Laurus Homes
Privacy Notice | Updated 6 July 2020

Introduction

We, Trafford Housing trust Ltd trading as Laurus Homes are the ‘controllers’ of the information which we collect about you (‘personal data’). Being controllers of your personal data, we are responsible for how your data is processed. The word ‘process’ covers most things that can be done with personal data, including collection, storage, use and destruction of that data.

This notice explains why and how we process your data, and explains the rights you have around your data, including the right to access it and to object to the way it is processed. Please see the section on ‘Your rights as a data subject’ for more information.

THT is made up of Trafford Housing Trust Ltd, THT, and L&Q Communities Ltd, THT and L&Q Developments LLP, THT Developments Ltd, Laurus Partnership Homes LLP, Laurus Living Space LLP, Heath Farm Lane LLP, and is known as trading as Laurus Homes.

We are a housing provider comprised of the above organisations and the information we collect from you is required to carry out our role (whether that be as your landlord, managing agent, the company who collects your service charge or rent payments, the company who helps you purchase your home or the company who administer your lease), and there will be occasions when we need to share this information with other organisations in order to deliver a full range of services to you.

Our contact details are; Sale Point, 126 - 150 Washway Road, Sale, M33 6AG and telephone number is 0300 777 7777.

The appointed Data Protection Officer can be contacted by email at governance@traffordhousingtrust.co.uk or 0300 777 7777 or at our offices, Sale Point, 126 - 150 Washway Road, Sale M33 6AG if you have any queries about this notice or anything related to data protection.


Personal data

‘Personal data’ is any information that relates to a living, identifiable person. This data can include your name, contact details, and other information we gather as part of our relationship with you.

It can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, genetic or biometric data, sex life or sexual orientation. The collection and use of these types of data are subject to strict controls. Similarly, information about criminal convictions and offences is also limited in the way it can be processed.

We are committed to protecting your personal data, whether it is ‘special categories’ or not, and we only process data if we need to for a specific purpose, as explained below.

We collect your personal data mostly through our contact with you, and the data is usually provided by you, but in some instances, we may receive data about you from other people/organisations. We will explain when this might happen in this Notice.

Your data and how and why we process it

In general terms, we process your data in order to manage our relationship with you. The below lists more specific purposes for processing your data, and the legal basis for each type of processing. 

 
Data processing

Legal basis for processing

Details of your visits to our website, including but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.

The types of personal data processed for this purpose are;

  • IP Address

The legal basis for this processing is our legitimate interests, for site functionality and your consent for monitoring, analysing and improving our site performance, functionality and accessibility as well as products and services.

 

Information that you provide by filling in forms on our Website. This includes information provided when registering an interest in a property, development, location or scheme, requesting a callback or booking a viewing, or when subscribing to digital communications.

The types of personal data processed for this purpose are;

  • Name,
  • Contact details (phone, e-mail or correspondence address).

The legal basis for this processing is our legitimate interests in marketing our housing and market research relating to properties of a type and/or where permitted, or your explicit consent to receive these communications.

 

 

 

We may also ask you for information when you contact and/or visit one of our development Sites, and when you report a problem with our site. If you contact us, we may keep a record of that correspondence.

The types of personal data processed for
this purpose are;

  • Name,
  • Contact details (phone, e-mail, or correspondence address).

The legal basis for this processing is our legitimate interests in marketing our housing and market research relating to properties of a type and/or where permitted, or your explicit consent to receive these communications. 

 

 

 

Sending marketing information and surveys relating to properties of a type and/or in a location in which you have expressed an interest.

The types of personal data processed for
this purpose are;

  • Name,
  • Contact details (phone, e-mail, or correspondence address).

The legal basis for this processing is our legitimate interests in marketing our housing and other service offerings, where permitted, or your explicit consent to receive these communications. 

 

 

 

Information that you provide as a result of reserving and/or purchasing a property.

The types of personal data processed for this purpose are;

  • Name,
  • Date of birth,
  • National Insurance number (your unique identifier),
  • Contact details (phone, e-mail or correspondence address).
  • Details of anyone authorised to act on your behalf if applicable.
  • Basic details of potential household residents.
  • Banking details where necessary.
  • Card details if you make any payments by card (however card details are not stored).
  • Proof of housing eligibility, any interest or equity in other property.
  • Other personal information will vary on a case by case basis to help us resolve potential fraud.
  • Household information: details of other family members who will be living in your home
  • Nationality / immigration status: visa conditions, asylum status, etc.
  • Employment status
  • Bank account details
  • Mortgage provider
  • Disabilities or vulnerabilities.
  • Financial information to provide assistance and advice on financial matters.
  • Health information when we require this for example to support funding for adaptations made to properties.
  • Photo ID, bank statements, payslips or income details for processing a house sale or purchase and in particular to assess affordability and comply with the Money Laundering Act (2018)

The legal basis for this processing is to take steps, at your request, to enter into a contract for the provision of the property or a service.

 

 

 

 

 

 

 

 

 

 

 

 

 

We will record further, factual information during the course of our contractual relationship so that we have a record of our contacts with you.

The types of personal data processed for this purpose are;

  • Records of visits, phone conversations, emails, letters, etc.
  • Records of repair works carried out at your home or scheme on which it is located
  • Audio recordings of your calls and webchat into our office (kept for 6 months)
  • CCTV images, event photographs or video recordings
  • Complaints records
  • Your rent or service charge payment history
  • Unacceptable behaviour warnings where we have evidence that you may pose a risk to our colleagues or contractors

The legal basis for this processing is to take steps, at your request, to enter into a contract for the provision of the property or a service.

 

 

 

 

 

 

 

At times, we may further process the data which we have already collected. We will only do this if the new purpose for processing it further is compatible with the original purpose that the data was collected for. We will tell you about any further processing before carrying it out.

Personal data received from third parties

This is a list of your personal data that we may receive from other people or organisations.

Data Source
Personal data including names, addresses, contact details of all purchasers Government agencies
Estate Agents acting on our behalf
Personal data including name, position contact details and background information about your Your employer or the organisation you work for

Creditworthiness, personal finance details, employment status and employer, bank statements.

Details of your new mortgage (if you require one)

Details about the sale of your current house (if you need to sell it or use our "Move Easy" or Part Exchange scheme contact of this include details of your solicitor, and estate agent.

If used information required to support any equity loan scheme (such as Help to Buy)

Financial and/or legal advisors 

 

 

 

 

 

Who we share your data with

For some processing purposes we share your data with third parties. This is a list of the information we may share with external recipients, and for what purpose:

Recipients of your data

Purpose for sharing

Digital & Marketing Agencies

Digital & CRM software Suppliers
Digital & Marketing contractors working on our behalf:

The types of personal data we share:

  • Name,

  • Contact details (phone, e-mail or correspondence address).

  • IP address

 

 

 

 

 

 

 

The purposes for sharing this data are;

  • Selling and supplying our homes and services;

  • Promoting, marketing and advertising our products and services;

  • Sending promotional communications which are relevant and tailored to individual customers;

  • Understanding our customers’ behaviour, activities, preferences, and needs;

  • Improving existing products and service and developing new products and services;
  • Complying with our legal and regulatory obligations;

  • Handling customer contacts, queries or disputes;

  • Protecting Trafford Housing Trust, its employees, and customers, by taking appropriate legal action against third-parties who have committed criminal acts or are in breach of legal obligations to Trafford Housing Trust; and fulfilling our duties to our customers, employees and other stakeholders.

 

Estate and managing agents, Financial and legal advisors, and any relevant mortgage provider; the National House Building Council and similar organisations, Utility and service providers, and local and Government authorities.

The types of personal data we share:

  • Name

  • Date of birth

  • National Insurance number (your unique identifier),

  • Contact details (phone, e-mail or correspondence address).

  • Details of anyone authorised to act on your behalf if applicable.

  • Basic details of potential household residents.

  • Banking details where necessary.

  • Card details if you make any payments by card (however card details are not stored).

  • Proof of housing eligibility, any interest or equity in other property.
  • Other personal information will vary on a case by case basis to help us resolve potential fraud.

  • Household information: details of other family members who will be living in your home

  • Nationality / immigration status: visa conditions, asylum status, etc.
  • Employment status

  • Bank account details

  • Mortgage provider

  • Disabilities or vulnerabilities.

  • Financial information to provide assistance and advice on financial matters.

  • Health information when we require this for example to support funding for adaptations made to properties.

  • Photo ID, bank statements, payslips or income details for processing a house sale or purchase and in particular to assess affordability and comply with the Money Laundering Act (2018).

  • Scheme eligibility requirements and proof

  • Details of your new mortgage (if you require one)

  • Details about the sale of your current house (if you need to sell it or use our "Move Easy" or Part Exchange scheme)

  • Contact details of your solicitor, and estate agent if used

  • Information required to support any equity loan scheme (such as Help to Buy)

  • The extras you purchase and choices you make (but we do not hold your payment card details)

  • The dates on which various activities in the process of purchasing a home occurred 

The purposes for sharing this data;

The legal basis for sharing this data is to assist in taking steps, at your request, to establish creditworthiness

And/or enter into a contract for the provision of the property or a service.

 

 

 

 

 

 

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  

 

  

 

Contractors and Sub-contractors who provide after-sales support;

  • Name,
  • Date of birth,
  • Contact details (phone, e-mail or correspondence address).
  • Details of service required.
  • Household details including occupiers of the home.
  • Previous communication details/records that may impact on visiting your home.

 

 

 

 

The purposes for sharing this data;

  • Understanding our customers’ behaviour, activities, preferences, and needs;

  • Improving existing products and service and developing new products and services;

  • Complying with our legal and regulatory obligations;

  • Handling customer contacts, queries or disputes;

  • Protecting Trafford Housing Trust (and its subsidiaries), its employees, and customers, by taking appropriate legal action against third-parties who have committed criminal acts or are in breach of legal obligations to Trafford Housing Trust; and fulfilling our duties to our customers, employees and other stakeholders.

How we store your data:

We use Azure cloud services for our email and data is stored in the UK.

Laurus website will not store any customer data except the register interest or browser request which will be sent as email only.

How long we keep your data

Information about how long we process your data can be found in our Data Retention Schedule below:

Function

Record
Type

Retention Tigger

Retention Period

Home Ownership

New Sales applications 

Offer accepted

6 years 

Property Sales 

Registrations
of interest

Sale of property 

2 years

Property Sales 

Offer Details

Offer accepted

6 years

Property Sales 

Completion documentation 

Completion of Sale

12 years

Property Sales 

Post-purchase questionnaire/ customer feedback 

Date of creation 

3 years

Property Sales 

Help to Buy applications

Offer accepted

6 years 

Property Sales 

Resales (Shared Ownership)

Offer accepted

6 years 

Property Sales 

Staircasing process documents

Completion of Sale

12 years

Property Sales 

Right to Buy/ Acquire files

Completion of Sale

12 years

After-Sales Care

Name, address, phone number, and email address

Completion of Sale

10 years


Some retention periods are based on legal requirements while others take in to account practical needs to keep the data.

Once the applicable retention period expires, unless we are legally required to keep the data longer, or there are important and justifiable reasons why we should keep it, we will securely delete the data.


Your rights as a data subject

As a data subject, you have rights in relation to your personal data processed by us. We will respond to, and fulfill all valid requests as soon as possible, and at the latest within one calendar month unless we can legally extend the timescale. This can be extended by up to two months in some circumstances. 

You have the right to:

  • be informed about how and why your personal data is processed, including the information we provide through this Privacy Notice;
  • ask for copies of the personal data we hold about you, which is sometimes known as making a Data Subject Access Request, or DSAR or SAR;
  • ask for any inaccuracies in your personal data to be corrected;
  • ask to have some, or all, of your personal data erased, also known as the right to be forgotten, and we will erase your data on request where we have no lawful reason for retaining it;
  • ask us to restrict our processing of your personal data, in some circumstances, which means you can ask us to stop using it but not erase it;
  • object to your personal data being processed in some circumstances (see below for more details);
  • have personal data that you have provided to us provided back to you in a format which can easily be transferred to another party, where the data is being processed based on your consent or for a contract, and is being processed by electronic means; and
  • the right not to be subjected to a fully automated decision-making process (i.e. a system-generated decision without any human input), where the outcome has a legal or similarly significant effect on the individual concerned.


Your right to object to processing

You have the right to object to the processing of your personal data when the purpose of the processing is to deliver direct marketing to you, and we will always stop the processing as soon as possible.

You have the right to object where the legal basis for the processing is that it is necessary for a task in the public interest or the exercise of official authority, or if the processing is necessary for our legitimate interests or another party’s legitimate interests.

If you object to processing for these purposes we will ask you for your specific reasons for objecting, which should be based upon your particular situation. In these cases, we will carefully consider your objection and let you know if we are going to fulfill your request.

Please be aware that we can refuse a request if we can demonstrate compelling legitimate reasons for the processing, which, on balance, override your interests, rights, and freedoms, or if the processing is for the establishment, exercise or defence of legal claims.

Withdrawing consent

If we are relying on your consent to process your data, you may withdraw your consent at any time by contacting us.

Exercising your rights, queries, and complaints

If you wish to exercise any of your rights, please contact us in the usual way, including telephone or email. You may want to contact our appointed Data Protection Officer directly by emailing at governance@traffordhousingtrust.co.uk or calling 0300 777 7777, who can provide more information on your rights, or help if you have any complaints or queries.

Complaints to the Information Commissioner

You have a right to complain to the Information Commissioner's Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/.

Copyright © 2019 Laurus Homes THT Developments Ltd.  Registered in England and Wales: no. 9201999

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Copyright © 2019 Laurus Homes THT Developments Ltd.  Registered in England and Wales: no. 9201999