Privacy Notice

GDPR Privacy notice (002)

Notice Summary – 2018 Edition

▣   This document contains key information about how we, together with credit reference and fraud prevention agencies, use and share your personal data and the rights you have in respect of your personal data.

▣   Move Housing is a trading name which will be a data controller of any personal data it holds about you and the contracts you have with us.

▣   The data controller is referred to as “we”, “us” and “our” in this privacy notice and includes successors in title and any other person who is for the time being entitled at law to the benefit of the services we provide.

If you require any further information or wish to contact us or our Data Protection Officer at any time our contact details are:

▣   How we obtain your personal data

▣   We receive personal data about you from a variety of sources

▣   Including from you, other applicants, credit reference agencies, fraud prevention agencies, other companies, employers We will so create personal data about you during the course of the application for renting property.

▣   The types of personal data we will have about you

▣   We may process a Wide variety of data about you where necessary,

for the purposes set out in the “How we will use your data” section, including data about:

▣   You as an individual

▣   Your employment

▣   People connected to you

▣   Your profile

▣   Your fincaces and the finances of any business you run

▣   Your accounts, products and services you have with us

▣   Your preferences

▣   Your correspondence and documents we hold

▣   You criminal convictions and the results of checks we are required by law to undertake

Special category data

▣   Some personal data, for example data about your health, racial or ethnic origin, is subject to additional rights and are described as special category data. We will not normally ask for, or record, this special category data but we may ask for, and record, details about your health if it is necessary and relevant for the management of the account.

▣   We will only do this if you have confirmed your consent to us doing so, or where we are legally permitted or required to process this information without seeking your consent. Where we have obtained your consent to us processing special category data in this way, you are entitled to withdraw your consent to this at any time.

▣   We will also process any personal data relating to any criminal convictions you have for the purposes of allowing us to prevent fraud, comply with legal obligations imposed on us, manage risks and when deciding whether to let you property or not.

How we will use your data

We will use your personal data to:

▣   Consider your application for a property or request for a decision in principle

▣   Manage our relationship with you, to administer renting process and other products and services you have with us

▣   Ensure that we have the information we need to consider your application or request for a decision in principle and to administer the account and that other persons have the information they reasonably need

▣   Identify and prevent financial crime

▣   Comply with our legal, contractual and regulatory obligations, codes of practice and to run our business

▣   I develop and improve our products and services

▣   Undertake analysis, produce models, statistics reports and Forecasts

▣   Investigate and respond to complaints, disputes and where necessary to bring or defend legal claims.

How we use your personal data to make automated decisions

▣   Sometimes we will make an automated decision based on the processing of you local personal data These help to ensure that our decisions are quick fair efficient based on the personal data we have about you including data we receive from credit reference and fraud prevention agencies.

▣   You may ask us not to make automated decisions about you by contacting our Data protection office, or, or ask us to review any automated decision that we have made taking account of any additional information you wish to provide to us.

Marketing

▣   Move Housing may contact you about products or services offered by it by post, electronic mail, telephone, sms text massages and any other online or interactive media if, when we collected your personal data, you did not ask us not to send such communications to you.

▣   If at any time you change your mind and either do wish to receive such communications or wish us to stop sending such communications, then please email us on [email protected]

The legal grounds on which we will process your data

We will only process your personal data if we have a reason to do so that is legally permitted. When using your personal data for the purposes listed above we are relying on one or more of the following legal reasons for processing that data:

▣   The purpose is necessary for the performance of a contract with you or, if you asked us to, to enable us to enter into a contract with you;

▣   The purpose is necessary for us to comply with our legal obligations;

▣   The purpose is necessary for our legitimate interests, or

▣   If you have consented to us processing personal data for one or more specified purposes.

Who we share your data with

▣   We may share your personal data with other companies within the Move Housing group, with you, your representatives and advisers (including solicitor and accountant) guarantors and other parties to the application, our agents and suppliers and the third parties listed in our full privacy notice.

How long we will hold your data for

▣   We will usually keep your personal data for 7 years from the later of the date a decision in principle is requested, an application for a property to let is withdrawn or declined. We may retain the data for longer where it is necessary for us to do so to meet our legal or regulatory obligations, for research or statistical purposes or technical reasons.

Fraud prevention agencies

▣   The personal information we collect from you will be shared with fraud prevention agencies who will use it to prevent fraud and money- laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance or employment. Further details of how your information will be used by us and these fraud prevention agencies, and their data protection rights, can be found in our full privacy notice.

Credit reference agencies

▣   We also supply your personal information to credit reference agencies (RENT 4 SURE) in order to process your application and they will give us information about you, such as about your financial history. We do this to assess creditworthiness and check your identity, manage your account, trace and recover debts and prevent criminal activity. We will also continue to exchange information about you with rent 4 sure on an ongoing basis, including about your settled accounts and any debts not fully repaid. rent 4 sure will share your information with other organizations. Your data will also be linked to the data of your spouse, any joint applicants or other financial associates. When rent 4 sure receive a search request from us they will place a search footprint on your credit file that may be seen by other lenders.

If you choose not to give us personal data

▣   Where you will be a party in renting property or guarantor you will need to provide us with the personal data we request either to enable us to consider your request for application or to administer the renting process. If you don’t give us the information we request then it may prevent us from being able to respond to your request, provide a decision to you or impact on how we manage your tenancy. It may also affect our ability to meet our contractual or legal obligations.

Your legal rights

You have a number of rights over your personal data processed by us.

These include your rights to request:

▣   A copy of the personal data that we hold about you

▣   That we correct incomplete, inaccurate or outdated personal data

▣   That we transfer personal data you have provided to us to you or to another person

▣   We delete your personal data

▣   our use of your personal data ends, is restricted or limited.

▣   The extent of these rights are limited by law and we may not act on part or all of your request(s) where the right(s) are not applicable. If we do not act on your request we will explain our reasons for not doing so when responding to your request.

How to complain

▣   If you are unhappy with the outcome of any of your requests to exercise your rights, or how we handle your personal data, then please let us know.

You are also entitled to complain to the Information Commissioner’s Office:

▣   Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.

Email: [email protected]

Telephone number: 03031231113