We, Hive Homes are the ‘controllers’ of the information which we collect about you (‘personal data’). Being controllers of your personal data, we are responsible for how your data is processed. The word ‘process’ covers most things that can be done with personal data, including collection, storage, use and destruction of that data.
This notice explains why and how we process your data, and explains the rights you have around your data, including the right to access it and to object to the way it is processed. Please see the section on ‘Your rights as a data subject’ for more information.
We are a housing providerand the information we collect from you is required to carry out our role as the company who helps you purchase your home or the company who administer your lease, and there will be occasions when we need to share this information with other organisations in order to deliver a full range of services to you.
Our contact details are: Hive Homes, 2A Derwent Avenue, Manchester, M21 7QP, telephone: 0161 447 5000
Great Places Housing Group provide data protection services on behalf of Hive Homes and the appointed Data Protection Officer can be contacted by email at email@example.com 0161 447 5000 or by writing to us at the above address if you have any queries about this notice or anything related to data protection.
‘Personal data’ is any information that relates to a living, identifiable person. This data can include your name, contact details, and other information we gather as part of our relationship with you.
It can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, genetic or biometric data, sex life or sexual orientation. The collection and use of these types of data are subject to strict controls. Similarly, information about criminal convictions and offences is also limited in the way it can be processed.
We are committed to protecting your personal data, whether it is ‘special categories’ or not, and we only process data if we need to for a specific purpose, as explained below.
We collect your personal data mostly through our contact with you, and the data is usually provided by you, but in some instances, we may receive data about you from other people/organisations. We will explain when this might happen in this Notice.
In general terms, we process your data in order to manage our relationship with you. The below lists more specific purposes for processing your data, and the legal basis for each type of processing.
We collect information from you via a variety of sources, including forms, phone calls, written communication or via digital methods. In particular, we may collect and process the following data about you:
We will only collect and process personal information to conduct normal business activities, which comprise:
Information requested can include, but is not restricted to:
The normal legal basis for processing customer data is that it is necessary for the legitimate interests of Hive Homes, including:
We will record further, factual information during the course of our contractual relationship so that we have a record of our contacts with you. This will include:
At times, we may further process the data which we have already collected. We will only do this if the new purpose for processing it further is compatible with the original purpose that the data was collected for. We will tell you about any further processing before carrying it out.
This is a list of your personal data that we may receive from other people or organisations.
We do not share or disclosure any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement.
We may disclose your information to third parties if:
We may also disclose your information to our suppliers and contractors to provide information to you on our behalf and/or in order to fulfill our contracts with you.
We will share your personal information with suppliers of services in respect of:
How we store your data:
Our email servers are located on-site at our Didsbury head office for our email and backed up off-site in Trafford. All data is stored in the UK.
Hive Homes website will not store any customer data except the register interest or browser request which will be sent as email only.
How long we keep your data
Information about how long we process your data can be found in our Data Retention Schedule below:
|Function||Record Type||Retention Trigger||Retention Period|
|Property Sales||Registrations of interest||Sale of property||2 years|
|Property Sales||Offer Details||Offer accepted||6 years|
|Property Sales||Completion documentation||Completion of Sale||12 years|
|Property Sales||Post-purchase questionnaire/ customer feedback||Date of creation||3 years|
|Property Sales||Help to Buy applications||Offer accepted||6 years|
|After-Sales Care||Name, address, phone number, and email address||Completion of Sale||10 years|
Some retention periods are based on legal requirements while others take into account practical needs to keep the data.
Once the applicable retention period expires, unless we are legally required to keep the data longer, or there are important and justifiable reasons why we should keep it, we will securely delete the data.
As a data subject, you have rights in relation to your personal data processed by us. We will respond to, and fulfill, all valid requests as soon as possible, and at the latest within one calendar month unless we can legally extend the timescale. This can be extended by up to two months in some circumstances.
You have the right to:
You have the right to object to the processing of your personal data when the purpose of the processing is to deliver direct marketing to you, and we will always stop the processing as soon as possible.
You have the right to object where the legal basis for the processing is that it is necessary for a task in the public interest or the exercise of official authority, or if the processing is necessary for our legitimate interests or another party’s legitimate interests.
If you object to processing for these purposes we will ask you for your specific reasons for objecting, which should be based upon your particular situation. In these cases, we will carefully consider your objection and let you know if we are going to fulfill your request.
Please be aware that we can refuse a request if we can demonstrate compelling legitimate reasons for the processing, which, on balance, override your interests, rights, and freedoms, or if the processing is for the establishment, exercise or defense of legal claims.
If we are relying on your consent to process your data, you may withdraw your consent at any time by contacting us.
If you wish to exercise any of your rights, please contact us in the usual way, including telephone or email. You may want to contact our appointed Data Protection Officer directly by emailing at firstname.lastname@example.org calling 0161 447 5000, who can provide more information on your rights, or help if you have any complaints or queries.
You have a right to complain to the Information Commissioner’s Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website https://ico.org.uk/.