This policy explains how Wain Homes Limited deals with your personal information.
It covers:
- Our contact details
- The types of personal information we collect
- Where we obtain your personal information from and what we do with it
- Who we share your personal information with
- How long we hold on to your personal information
- Your legal rights in relation to your personal information
We are committed to safeguarding your personal information and we comply with all relevant data protection laws including:
- The Data Protection Act 2018;
- The UK GDPR - General Data Protection Regulation;
- Any regulations made under or to supplement either of the above, relating to the personal information that we collect about you.
CONTACT DETAILS
Wain Homes (North West) Limited
Kelburn Court, Daten Park, Birchwood,
Warrington WA3 6UT
Wain Homes (South West) Limited
Unit 2, Exeter International Office Park,
Clyst Honiton, Exeter EX5 2HL
Wain Homes (Severn Valley) Limited
Building 2, Great Park Court,
Almondsbury Business Park, Bristol BS32 4PY
Wain Homes Limited
Fontwell House, Trident Business Park,
Birchwood, Warrington WA3 6BX
DETAILS OF REGISTRATION WITH THE INFORMATION COMMISSIONERS OFFICER (ICO)
The Following organisations are registered with the ICO:
- Wain Homes Ltd ZB346517
- Wainhomes North West Ltd ZA472571
- Wain Homes South West Ltd ZA472577
- Wain Homes Severn Valley Ltd ZB524031
THE TYPE OF PERSONAL INFORMATION WE COLLECT
We collect personal information when you:
- Visit/access one of our websites or platforms (the means by which we establish digital contact, including websites operated by us).
- Contact us, or otherwise engage with us by telephone, email, SMS, letter, social media or any other form of messaging.
- Visit any of our offices or developments.
- Complete any of our website forms for a service request.
- Access information about our developments and/or new homes via a third-party provider, such as a property portal e.g. Rightmove or others.
Enter into any transaction with us, whether it’s in person or any other way.
- Request information from us with a view to entering into a transaction with us.
- Tag our social media accounts on social media platforms or use hashtags that are relevant to us and our business.
- Engage in any consultation exercises with us in relation to any proposed new developments.
The personal information we collect includes:
- Your name;
- Your email address;
- Your postal address;
- Your telephone or mobile number;
- Information you provide when you complete forms provided by us (such as, in our reservation agreement);
- Your Internet Protocol (IP) address;
- Correspondence between you and us;
- Any updates to information provided to us;
- CCTV recordings, if you visit one of our sites; and
- Information and images in your social media posts that we repost.
As well as information about:
- Your use of our website; and
- The purpose of your visit to our website or the reason you made contact with us.
REQUESTS FOR ADDITIONAL INFORMATION
Sometimes we will require you to provide further personal information. This may be if you are purchasing or thinking about purchasing a home from us, or if you ask us to contact you with properties/developments that may be of interest to you. Whenever we do this, we will tell you why we are collecting this information and how we will use it.
IDENTITY VERIFICATION AND ANTI-MONEY LAUNDERING
Wain Homes does not carry out any third party identity or credit checks. When purchasing a home, we rely on the checks carried out on your behalf by your solicitor and/or Independent Financial Advisor Queries via social media.
Our social media pages, such as Instagram and Facebook, are monitored by our social media team. They pass any customer queries, questions or complaints onto the most appropriate person in our team, so that we can respond accordingly.
IP ADDRESSES
If you contact us online, we may monitor the type of device used by you. This may include specific identification, such as your IP address (which is specific to any device used).
CCTV AND CALL MONITORING
We may use CCTV recording on some of our premises, including site offices, for the purposes of security, crime prevention, health and safety and performance monitoring.
Wherever CCTV is in operation there will be appropriate signage.
We retain the images recorded only for so long as is necessary and will normally keep them for no longer than 30 days unless there is a specific requirement to retain them longer. The images are recorded for our internal use and will only be shared with any third parties to protect the legitimate business interests of the Company or where required, for example for the purposes of the prevention or detection of crime.
We may also record calls for training, monitoring and quality purposes.
HOW WE GET THE PERSONAL INFORMATION AND WHY WE HAVE IT
Information is passed to us directly from you:
We also receive information from third parties, for example:
- From searches of Credit Reference Agencies (CRAs) and Fraud Prevention Agencies (FPAs) of their records relating to you;
- From public records (e.g. the electoral roll);
- From other third parties with your consent (for example your solicitor or mortgage broker).
- Your landlord: such as a housing association
- From referrals and recommendations: usually given by other people who know you or have a working relationship with you.
Our website and associated cookies: provides us with information about how you use our website and the devices that you use to connect to our website.
- Social media, advertising or marketing providers and digital media: when you interact with or view them.
- Providers of information: which may include professional bodies or trade associations, credit reference agencies, money laundering check provider, Companies House, the Land Registry, LinkedIn and other web platforms.
- Journalists or other investigators: they may provide us with details or make enquiries about you or matters concerning you or ourselves.
- Your employer or the organisation you work for: they may provide us with your name, position contact details and background information about you.
- Our professional advisors: such as lawyers, accountants, planning consultants and surveyors and other consultants and advisors.
- The Government, local authorities, planning authorities or relevant regulators: to assist with investigations, for example the Information Commissioner’s Office or planning applications to the local planning authority.
We may use the information we collect about you in order to:
- provide you with our products and services or enter you into one of our competitions or prize draws;
- communicate with you by telephone, email, SMS, or post;
- meet our legal, regulatory and contractual obligations, including verifying your identity for the purposes of preventing fraud and money laundering in the event that you wish to reserve one of our properties and passing your personal data to the relevant warranty provider in order that they can discharge their legal obligation to administer the warranty provided to you as a new homeowner;
- manage shared equity loan products you may have in place with us;
- provide you with updates you have requested including keeping track of specific developments and properties;
- deliver marketing information to you about other products and services we offer that are similar to those that you have already purchased, requested or enquired about, unless you have opted out of receiving such communications (see under ‘Marketing’ below);
- ensure that any content on the Sites is presented to you in the most effective manner for you, your requirements and your computer;
- contact you for your views on our services and events and notify you occasionally about important changes or developments to the Sites or our services;
- provide and improve customer service and support;
- administer, monitor, support, improve and develop our Sites to enhance operational capabilities and for internal operations;
- verify or enforce compliance with this Privacy Policy and applicable laws.
DIRECT MARKETING
- Email, post, telephone and SMS marketing: from time to time, we may contact you by email, post, telephone or SMS with information about products or services we believe you may be interested in.
- We will only send marketing messages to you in accordance with the marketing preferences you set when you create your account or that you tell us afterwards you are happy to receive or where you or the organisation you represent have purchased similar services or goods from us previously.
- You can unsubscribe from our marketing by clicking on the unsubscribe link in any written marketing messages we send to you or letting us know during any marketing telephone call. Alternatively, you can let us know at any time that you do not wish to receive marketing messages by using the details set out in the “Contacting us” section below
We may share this information with:
Third parties which provide services for us where necessary for the delivery of our products and services, for example:
a. Contractors who undertake snagging work on our behalf;
b. Collection agents who act on our behalf (for example to collect ground rent);
c. Third parties who administer agreements on our behalf (for example shared equity loans if you have entered into such an agreement with us);
d. Suppliers who provide or make provisions to provide services to, or in relation to your property;
e. Managing agents appointed in accordance with the terms of your home purchase agreement;
f. One or more specified estate agents where you enter into a Home Change agreement with us or where we arrange the marketing of your existing home in a part exchange deal;
g. Home warranty suppliers such as NHBC in order to support the administration of the relevant warranty
h. In order to support the administration of your Buildmark Policy where applicable;
Other third parties with your consent and where you request, we introduce you to them, for example mortgage brokers and bodies including the NHBC for the purposes of undertaking market research analysis in respect of purchasers of new homes;
Law enforcement agencies or regulatory bodies where we are required to do so in order to comply with a regulatory or legal provision;
Credit Reference Agencies and Fraud Prevention Agencies;
Our professional advisors;
The Data Controller identified in this Notice (all of those companies being in the same group of companies) for fulfilling those purposes set out above;
Local authorities and utility companies where we are under a legal obligation to do so
LEGAL BASIS FOR HOLDING YOUR PERSONAL INFORMATION
Under the UK General Data Protection
Regulation (UK GDPR), the lawful basis we rely on for processing this information are:
a. Your consent. If we rely on your consent to use your personal information in a particular way (for example, for marketing), but you later change your mind, you may withdraw your consent by (or, in relation to marketing, you can choose to unsubscribe). You are able to remove your consent at any time. You can do this by contacting the firm’s Data Protection Officer by writing to us at: Wain Homes Limited, Fontwell House, Trident Business Park, Birchwood, Warrington WA3 6BX
b. Our use of your personal information is necessary to perform our obligations under any contract with you (for example, when you reserve or purchase a property from us, or to comply with the terms of use of our website which you accept by browsing our website); or
c. Our use of your personal information is necessary for complying with our legal obligations (for example, for health and safety purposes); or
d. Where neither (a) nor (b) apply, use of your personal information is necessary for our legitimate interests or the legitimate interests of others (for example, to ensure the security of our website). Our legitimate interests are to:
i. run, grow and develop our business;
ii. operate our websites;
iii. ensure a safe environment for our residents and suppliers;
iv. carry out marketing, market research and business development; and
v. for internal group administrative purposes.
HOW WE STORE YOUR PERSONAL INFORMATION
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements.
Generally, where there is no legal requirement, we retain all physical and electronic records for a period of approximately 15 years until after you have completed your purchase of a property from us due to this being the limitation period for claims about latent defects. The exceptions to this general rule are:
- Legal property information and legal files will be retained for approximately 12 years after completion because this is the limitation period for claims related to property title claims;
- Information regarding fixtures and fittings will be retained for approximately 6 years after completion because this is the limitation period for claims related to breach of contract
- CCTV images will generally be retained for approximately 30 days and then overwritten, unless required to be retained for any reason
- Audio recordings will generally be retained for approximately 30 days and then overwritten or deleted, unless required for any reason (please see our separate privacy notice for more details)
- If for any reason your property transaction with us does not complete, then we would retain your records for approximately 6 years (instead of 15 years) because this is the limitation period for claims related to breach of contract.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you move home or change your phone number or email address. To update your personal information you can contact us at Wain Homes Limited, Fontwell House, Trident Business Park, Birchwood, Warrington WA3 6BX
YOUR DATA PROTECTION RIGHTS
Under data protection law, you have rights including:
i. Your right of access - You have the right to ask us for copies of your personal information.
ii. Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
iii. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
iv. Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
v. Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
vi. Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at Wain Homes Limited, Fontwell House, Trident Business Park, Birchwood, Warrington WA3 6BX if you wish to make a request.
HOW TO COMPLAIN
If you have any concerns about our use of your personal information, you can make a complaint to us at Wain Homes Limited, Fontwell House, Trident Business Park, Birchwood, Warrington, WA3 6BX call us on 01925 597200.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
COOKIES
A cookie is a small file that asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us to analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.