The Company is committed to ensuring that both your privacy is protected and that we remain compliant with all relevant data protection legislation, including the General Data Protection Regulation (EU) 2016/679.
We routinely collect and process personal information relating to our customers, suppliers, sub-contractors and other third parties. This collection of data takes place when we contact you, you contact us and also if you are a visitor to our offices or sites.
Examples of the data that we hold and the basis for holding are below:
Who? What is held? Basis for holding Customers – when registering interest Contact details – names, addresses, email addresses, telephone numbers. We hold this information in order to market our developments to interested parties. Customers – on reservation Contact details as above, date of birth, housing status (first time buyer etc). We hold this information in order to complete the sales process, analyse our customer base and provide high quality aftercare. Representatives of subcontractors and suppliers Business contact details – names, addresses, job title, email addresses and telephone numbers. We hold this information in order to negotiate, tender and fulfil subcontracts and supplier contracts relating to the building of Duchy Homes properties. Representatives of sub-contractors and suppliers – on site inductions. Induction records – names, company names, telephone numbers, medication, next of kin details, signatures, CPCS/ CSCS card numbers, highest qualifications, trades and car registrations. We hold this information to ensure that only suitably qualified, inducted and trained persons are permitted onto sites and that our sites are suitable workspace environments. This ensures that we are compliant with relevant legislation, including the Health and Safety at Work etc Act 1974 and the Equality Act 2010. Prospective employees and unsuccessful candidates Contact details and other information usually found on a CV – names, addresses, email addresses, employment histories, qualifications and telephone numbers. We hold this information in order to: (1) recruit new employees; and (2) contact unsuccessful candidates and invite them to apply for future vacancies. Visitors to the website IP address and browsing history on our website. IP address and browsing history on our website.
- Marketing, promoting and selling high quality homes to our customers.
- Fulfilling contracts with our customers.
- Ensuring that our company practices are safe, secure and compliant with all necessary legislation. For example, we may take emergency contact information and CSCS card details to ensure that: (1) our sites are only accessed by known, trained and suitably inducted persons; (2) our sites are suitable work places for our employees and other site visitors; and (3) we have appropriate contact details in the case of an incident or emergency. These purposes assist us in complying with both the Health and Safety at Work etc Act 1974 and the Equality Act 2010.
- Tendering, negotiating and fulfilling orders for the supply of goods and services with sub-contractors and suppliers.
This information is collected, stored and processed by us to pursue our legitimate interests in:
We hold personal data in a variety of forms, which include paper records, electronically on cloud based systems, electronically on local servers and on company hardware.
We will hold the data for as long as we continue to have a legitimate interest to do so.
Personal data that we hold for prospective customers will be retained throughout the phase of construction and for a 6 month period following the sale of the last home on that site. After that date, all personal data will be suppressed on our database. At any time, prospective customers are able to remove their details from our database by clicking to ‘unsubscribe’ from our emails or by contacting us.
Personal data of customers, representatives of subcontractors and suppliers will be retained for a period of up to 13 years to reflect the 12 year contractual liability period and a further 1 year buffer.
Personal data that we hold of unsuccessful candidates in recruitment drives will be retained for no longer than 12 months from the date of last contact with that person.
These timescales will be kept under review from time to time.
- The right to be informed;
- The right of access (also known as a Subject Access Request);
- The right to rectification;
- The right to erasure;
- The right to restrict processing;
- The right to data portability;
- The right to object; and
- Rights in relation to automated decision making and profiling.
You have a number of rights in relation to the personal data that we hold. These include:
Further information on these rights can be found on the website of the Information Commissioner’s Office at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/If you are concerned that any of the information we hold on you is incorrect or if you wish to object to the use we have made of your personal data, please contact us by telephone or email to: firstname.lastname@example.org.