At UniHomes, your privacy is very important to us and we are committed to doing everything we can to protect any personal data you give to us.
This privacy notice describes how we collect and use personal information about you, in accordance with the UK General Data Protection Regulation (UK GDPR).
This notice applies to:
- All Clients and Customers.
- All Third Parties and Suppliers with whom we have dealings in the ordinary course of our business including those individuals with whom we send marketing information.
Any reference to ‘you’ or ‘Data Subject’ shall mean any individual receiving this notice whose personal data is collected, held or used by us.
This Privacy Notice does not include information relating to the retention of data on limited companies as such data is not personal data which the UK GDPR applies to.
We may update this notice at any time. In many circumstances we hold your data as a 'Data Controller'. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. In some circumstances we may acquire or handle your data as a ‘Data Processor’ which means we have been asked to handle your data by a third party other than yourself and do not directly store your data.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
DATA PROTECTION PRINCIPLES
We will comply with data protection laws including UK GDPR. The personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely
We are obliged to maintain records in relation to the processing of your personal data, so that we can be accountable for complying with these obligations.
THE INFORMATION WE HOLD ABOUT CLIENTS AND CUSTOMERS
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection.
During the course of our business relationship with you, we will collect, store, and use personal information about you. This data may include your personal contact details such as your name, title, addresses, telephone numbers and email addresses. This is not an exhaustive list and we can provide you with full details of exactly what information we hold on request.
We will not ordinarily collect, store and use any data which is defined under UK GDPR as “special categories” of more sensitive personal information, but where we do process this we will ensure that we have a proper lawful basis for doing so (generally that will be on the basis of your explicit consent for a particular purpose).
WHY WE HOLD INFORMATION
It is necessary for us to retain data on clients in order for us to fulfil our contractual obligations to you and we must hold data for our legitimate business needs.
We will only retain data which we reasonably require and for a period which is reasonably necessary.
We will not disclose your data to the third parties unless it is necessary for us to do that as part of a contract that we have entered into with you, where we have some legal or regulatory obligation to do so, or where we have your specific consent.
We will hold information on visitors to our website. This will include basic information on customers of our clients who have provided personal information. You may be able to configure your browser to limit the amount of information that we collect about you as a visitor, but please be aware that this might impact on the functionality of our platform.
HOW IS PERSONAL INFORMATION COLLECTED?
We collect personal information from the information you provide to us, which is provided to us on your behalf (for example, if you are a student looking to rent a property, we might be provided with your information by the letting agent or landlord) and what information may be held publicly, for instance with Companies House, and from our research of websites and records that are in the public domain. We may sometimes collect additional information from third parties.
HOW WE WILL USE PERSONAL INFORMATION?
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the contract we have entered into with you.
- Where we need to comply with a legal obligation.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
- Where we need to protect your interests (or someone else’s interests).
- Where it is needed in the public interest (or for official purposes).
Situations in which we will use your personal information
We need all the categories of information in the list above primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.
- Administering the contract we have entered into with you.
- Business management and planning, including accounting and auditing.
- Conducting performance reviews, managing performance and determining performance requirements.
- Dealing with legal disputes involving you.
- Facilitating contractual relationships between you and another third party (for example between a tenant and a letting agent) where you have each agreed to use our platform for that purpose.
- To prevent fraud.
- To market other products or services which we offer which may be of interest to you.
- To inform you about updates about the Company and advise you of any opportunities or promotions.
- Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
In certain circumstances listed above, we hold your data in order to market other services to you. We have a legitimate business interest in retaining your data for this purpose, but you may ‘opt out’ of receiving marketing communications from us.
We may exchange your personal information if all, or substantially all, our assets are merged or acquired by a third party, or we expand or re-organise our business, in which case your personal information may form part of the transferred or merged assets or we may need to transfer your information to new entities or third parties through which our business will be carried out.
We collect personal data about you when:
- You access and use our websites (including by way of cookies – please refer to 'COOKIES' paragraph below for more information);
- You register for an account on our website or subscribe for other services, contests, special events, our mailing list or our WhatsApp distribution list; or
- You or a third party provide us with your information in order to make use of one of the services provided on our platform.
If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you or we may be prevented from complying with our legal obligations.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
THE TYPE OF INFORMATION WE HOLD
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
During the course of our day to day basis we acquire information regarding individuals other than our Clients and we will retain this data where we have a legitimate business reason to do so
Typically we acquire personal data on individuals other than our clients in the following circumstances:
- Where we have met individuals at networking or other marketing events;
- Where individuals have made enquiries with us regarding possible services but have not subsequently become customers of the business;
- Where we have dealt with individuals in the capacity as suppliers of goods or services to the Company;
- Where we have regular business related dealings with you;
- Data that has come to our attention as a result of our service to you as our Client, or a service to a Client with which you are involved.
In many circumstances the extent of the data we hold is limited and may be publicly available but usually the information we will retain is limited to:
- Contact information including but not limited to email addresses, contact telephone numbers, names and addresses;
- Some transactional information about contracts you have entered into with third parties;
- Activity information recording your interactions with us and with others
We have a legitimate business interest in retaining this data on the basis that we must retain some personal data on third parties and suppliers in the ordinary course of business. We may also use this data to send marketing information to you in respect of promotions, events or other updates relating to us. We have a legitimate interest in retaining your data for this purpose however you have the right to ask us to erase or rectify your data and the right to opt out of receiving marketing information.
The type of personal data we process may include (if and as applicable):
- your name, user name, email address, postal address, telephone number and other information provided by you when you register for an account on our website or subscribe for other services, contests, special events, our mailing list or WhatsApp distribution list or which you provide in any correspondence with us; or
- transactional and activity information when we provide a Service to you or provide a Service to a third party which is connected with you or where the Service if for your benefit.
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We do not currently use automated decision-making tools but we would be allowed to use automated decision-making in the following circumstances:
- Where we have notified you of the decision and given you 21 days to request a reconsideration.
- Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.
- In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We do not expect that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
We may have to share your data with third parties, including third-party service providers, our Clients, and other entities in the group.
We require third parties to respect the security of your data and to treat it in accordance with the law.
Your data is stored on our management systems. In some circumstances beyond our control it is possible that our management systems may store your data outside of the United Kingdom. Where this occurs we will endeavour to ensure that the territory in which the data will be stored has been determined by the UK Government to offer an adequate level of data protection within its domestic legislative regime, or that appropriate contracts are in place to ensure that the data is stored in a manner which is compliant with the UK GDPR.
Why might you share my personal information with third parties?
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
Please refer to the Data Sharing section above for how this data will be shared.
How secure is my information with third-party service providers and other entities in our group?
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We will put in place appropriate security measures to protect your data proportionate to the size of our operation, the resources available to us and the nature of the data we store on you.
When might you share my personal information with other entities in the group?
We will share your personal information with other entities in our group or with the third party providers detailed above. We will only share this data as it is necessary to further our legitimate business interests.
What about other third parties?
We may share your personal information with other third parties as detailed above. We may also need to share your personal information with a regulator or to otherwise comply with the law.
We have put in place measures to protect the security of your information. Details of these measures are available upon request.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
The transmission of information via the internet is not completely secure. We cannot guarantee the security of your data transmitted online and transmission is made at your own risk. If you communicate with us by email then you assume the risks of such communications being intercepted, not received or delivered or are received by individuals other than the intended recipient.
How long will you use my information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
In respect of client or customer data we will typically hold data relating to your instructions for such provide as reasonably required in order to be able to defend or otherwise deal with any proceedings you may bring against us either in Tort and/or Contract. The Limitation Act 1980 typically provides that legal proceedings for breach of contract or negligence can be brought up to 6 years after the events. We therefore have a legitimate business interest in retaining the data for at least this period should any subsequent legal proceedings arise.
RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a 'data subject access request'). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
We will respond to any request up a maximum of 21 days of the request being received. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us by email or in writing.
Please note that where you ask us to erase, correct, object to process or seek to restrict our processing of data we may refuse your request where we have a legal obligation, contractual or other legitimate business interest to refuse your request. If we refuse your request then we will notify you of this refusal and you will have the right to appeal.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us by email or in writing. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
DATA PROTECTION MANAGER
We have appointed a Data Privacy Manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please email us or write to us at our registered office. Please note, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues at the below address.
Information Commissioner's Office
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Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors
Other cookies may be stored to your computer’s hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
Thank you for visiting the UniHomes website. Your privacy is important to us. To explain how we protect your privacy, we provide this notice explaining our policy which covers both this website and our e-newsletter service. If you do not agree to the terms in this Policy, we kindly ask you to leave the site and do not sign up to the e-newsletter.
Cookies are placed onto your machine by every website you visit, and most of those websites, including ours, may not function correctly without them. However if you would like to disable cookies, you can read how to do so in your browser on AboutCookies.org.
UniHomes uses the following cookies:
First Party Cookies
These cookies are created by unihomes.co.uk to enable the functionality of various aspects of our website
Third Party Cookies
Third party cookies are created by companies to provide various services which we use to enhance our site. The only one we use is Google Analytics - a free, powerful analytics tool used to determine where your visitors are coming from and what content they are looking at.
No personal information is collected by Google Analytics.
You can find more information about the individual cookies we use and the purposes for which we use them below:
Monitors website page user interaction from email campaigns so more tailored content and better experiences can be delivered.
Monitors website page interaction for the purposes of tailored re-targeting Facebook ads.
Tracks how users interact with our website to help us improve user experience and monitor performance.