As part of the house buying process, Hollinwood Homes Ltd collects and processes personal data relating to all potential purchasers for house sales. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
What information do we collect?
Hollinwood Homes Ltd collects a range of information about you. This includes:
- Your name, address and contact details, including email address and telephone number
- Date of birth
- Information about your annual income
- Information about your mortgage application and details
We may collect this information in a variety of ways. For example, data might be contained in reservation forms, mortgage application forms, personal letters, other identity documents or other forms of assessment.
Hollinwood Homes Ltd may also collect personal data about you from third parties, such as references supplied by financial institutions. We will seek information from third parties only once you have made an offer and it has been accepted and will inform you that we are doing so.
Data will be stored in a range of different places, including on IT systems (including emails), and in hard copy.
Why do we process personal data?
Hollinwood Homes Ltd needs to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is required to check an applicant’s annual income in order to check eligibility to purchase a property.
Hollinwood Homes Ltd has a legitimate interest in processing data during the purchasing process and for keeping records. Processing data from potential purchasers allows us to manage the purchasing process, assess and confirm a purchaser’s eligibility to purchase a property. We may also need to process this data to respond to and defend against legal claims.
We will not use your data for any purpose other than the purchasing exercise for which you have applied.
Who has access to your data?
Your information may be shared internally for the purposes of the purchasing exercise. This includes the Managing Director, the Sales Manager, the Legal Department and with any members of staff involved in the purchasing process.
We will not share your data with third parties, unless you put forward an offer to purchase a property. We will then share your data with the relevant institutions in order to obtain mandatory information for the purchasing process, for example, your solicitors.
Hollinwood Homes Ltd will not share your data outside the European Economic Area.
How do we protect data?
Hollinwood Homes Ltd takes the security of your data seriously. We have internal policies and controls in place to ensure your data is not lost, accidently destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. If you would like to see a copy of our internal Data Protection Policy which contains further details of the internal systems we use to protect data, please contact Tony Entwistle (firstname.lastname@example.org)
For how long do we keep data?
If your application to purchase a house is unsuccessful, or you choose not to proceed, we will hold your data on file for twelve months.
If your application to purchase a house is successful, personal data gathered during the purchasing process will be transferred to a plot file, which will be kept for a period of seven years, from the legal completion date.
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request
- Require Hollinwood Homes Ltd to change incorrect or incomplete data
- Require Hollinwood Homes Ltd to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- Object to the processing of your data where Hollinwood Homes Ltd is relying on its legitimate interests as the legal ground for processing
If you would like to exercise any of these rights, please contact Tony Entwistle (email@example.com). If you believe that Hollinwood Homes Ltd has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Hollinwood Homes Ltd during the purchasing process. However, if you do not provide the information, we may not be able to process your application properly or at all.