Privacy Policy
Contents
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
Purpose of the Privacy Notice
We are committed to respecting your privacy. This notice is to explain how we collect and process your personal data through the use of our website and how we comply with the law of data protection and what your rights are.
It is important you read this privacy notice together with any other privacy policy or fair processing policy we may provide in specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.
About Allison Homes Group
References to we, our or us in this privacy notice are to relevant company within the Allison Homes Group responsible for processing your data (being Allison Homes Group Limited (company number 10653289) and each if its direct or indirect subsidiaries trading under the name “Allison Homes” including Allison Homes Limited (company number 06235048), Allison Homes SW Limited (company number 10687878) and Allison Homes East Midlands Limited (company number 15568294). We will confirm which relevant company will be the controller for your data if you purchase a new home or other product from us.
We have appointed a data protection officer to oversee our compliance with data protection laws and they have overall responsibility for data protection compliance within our business. Contact details are set out in the “Contact Us” at the end of this notice.
Personal Information
When you communicate with us you may provide us with or we may obtain personal information about you such as the following:
- personal and work contact details and identifiers such as name, title, addresses, telephone numbers, and email addresses, emergency contact details, family members, date of birth, gender, details of availability;
- marketing preferences including preferred contact methods, property types, locations of interest, developments of interest, purchase schemes and incentives of interest;
- tax or governmental identifiers regarding any stamp duty or other relevant property taxes;
- bank accounts, credit card details, payment and receipt details, financial status, mortgage status and amounts and tax status, sale status of your current property;
- account information for any of our portals and websites including username, password and other identifying information and other account information;
- details of the property to be purchased, lease details, property options selected and payments made, and where you take part in our part exchange scheme, details relating to the property you are selling to us, payments we make to you and other associated information, relevant utilities records, decisions made by you;
- identification documents and information such as passport, utilities bills, identity cards, signature, etc;
- advisors appointed by you including mortgage brokers, lawyers, financial advisors, surveyors;
- property records, searches, documents and files (including our legal files relating to the sale to you, and where you take part in a part exchange, our legal files relating to the property you are selling to us);
- enquiries, complaints and correspondence and other communications with you;
- pictures where you feature in our marketing materials;
We will not generally collect, store and use any of the following “special categories” of more sensitive personal information regarding you:
- information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
- information about your trade union memberships;
- information about your health, including any medical condition, health and sickness records, medical records and health professional information and disability information; and
If we do collect any special category personal information, we do not currently rely on consent as a basis for processing special category personal information.
We will also not collect, store and use any criminal records information in relation to you.
We may collect and process your personal data for a number of reasons. These reasons include:
- So that we comply with any legal obligation we have;
- In order to comply with our duties and exercising our rights under a contract with you;
- The pursuit of our legitimate interests (as set out below); or
- Where you have consented to the processing
We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
We do not provide services to those under the age of 18 as the nature of our business means that only those over the age of 18 can enter into a contract to buy a new home. We may collect and process data for individuals under the age of 18 in relation to specific marketing promotions, competitions and social media output. The collection and processing of data of individuals under the age of 18 is subject to us gaining consent from the individual’s parent or guardian and that is the lawful basis for such processing. If you are using our website and are under the age of 18, you should obtain your parents’ or guardians’ permission before you contact us.
HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- 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.
- Where we need to comply with a legal obligation.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
The normal basis for processing customer data, it that it is necessary for our legitimate interests, including;
- Selling and supplying our homes and services;
- Protecting customer, employees and other individuals and maintaining their health, safety and welfare;
- Promoting, marketing and advertising our products and services;
- Sending promotional communications which are relevant and tailored to individual customers;
- Understanding our customers’ behaviour, activities, preferences and needs;
- Improving existing products and service and developing new products and services;
- Complying with our legal and regulatory obligations;
- Preventing, investigating and detecting crime, fraud or anti-social behaviour;
- Handling customer contacts, queries or disputes
- Protecting Allison Homes Group, its employees and customers, by taking appropriate legal action against third-parties who have committed criminal acts or are in breach of legal obligations to Allison Homes Group; and
- Fulfilling our duties to our customers, employees, shareholders and other stakeholders.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
| Purpose | Personal Information Used |
Lawful Basis |
| To register you as interested in receiving marketing communications for one or more of our development sites marketing of our services, products and schemes which may be of interest to you | Name, personal contact details and other identifiers, marketing preferences and previous purchases | We may have obtained your explicit consent. You may have requested that we send you details of certain properties and developments. |
| Carrying out any identity and prevention of money laundering or financing terrorism checks | Name, personal contact details and other identifiers and identification documents, prevention of money laundering or financing terrorism checks. | We have a legal obligation to do so |
| To enable you to take part in a prize draw, competition or complete a survey | Name, personal contact details and other identifiers, marketing preferences and previous purchases | Necessary for our legitimate interests in keeping our records updated and to study how customers use our products |
| Dealing with and managing the reservation, exchange of contracts and completion of the purchase of your new home from us and dealing with any part exchange properties including the receipt of monies | All the personal details we collect | We need this information to be able to perform and administer the purchase of your property and to enter into, manage and perform our contract with you |
| Managing our business and internal reporting | All the personal information we collect about you | We have a legitimate interest to ensure that we operate efficiently and manage our business properly.
To be able to manage and perform our contract with you regarding your property purchase and fixtures and fittings options and, where you utilise the part exchange scheme, your property sale to us |
| Dealing with enquiries, defect rectification, complaints and other communications from you and dealing with legal disputes and warranty claims involving you | All the personal information we collect about you | We have a legitimate interest to ensure that we operate efficiently and deal with any enquiries, complaints or other communications.
We have a legitimate interest to ensure that all legal claims are managed effectively. To defend, bring or establish legal claims. To be able to manage and perform our contract with you regarding your property purchase and fixtures and fittings options and, where you utilise the part exchange scheme, your property sale to us |
| To conduct data analytics studies and customer satisfaction surveys to review, and better understand our customer purchase, retention, attrition and satisfaction levels | Our customer records and any information you provide in response to our customer satisfaction surveys.
Data collected about the performance of your property and through monitoring of other products and materials.
|
We have a legitimate interest in order to improve as a company |
| Providing to you purchaser portal and/or website access and for the purposes of ensuring the security of our systems and our information including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution | All the personal information we collect about you | We have a legitimate business in ensuring our premises and systems are secure.
To be able to manage and perform our contract with you regarding your property purchase and fixtures and fittings options and, where you utilise the part exchange scheme, your property sale to us |
| For the purposes of complying with any regulatory requirements | All the personal information we collect about you. | We have a legal obligation to comply with regulatory requirements and have a legitimate interest in complying with regulatory requirements |
| Storage of records relating to you and also records relating to our business | All the personal information we collect about you | To be able to manage and fulfil our contract with you, we may have a legal and/or regulatory obligation to do so, and we also have a legitimate interest to keep proper records |
MARKETING
We strive to provide you with choices regarding the use of our personal data for marketing and advertising. For example, when we collect your contact details, we ask you to specify your preferences for how we contact you, whether by telephone, post, email or SMS. We do not share or sell personal data to third parties outside the Allison Homes Group for their marketing purposes. Some of our advertising campaigns are managed and issued by a third party marketing or PR agency on our behalf, but those third parties will only contact you on our behalf with information about Allison Homes’ products and services.
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.
You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting the Group’s data protection manager at any time (see the “Contact us” section below).
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us for other reasons.
THIRD-PARTY MARKETING
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
CHANGE OF PURPOSE
We will only use your personal data 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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data 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 data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
HOW WE SHARE YOUR DATA
We do not share or disclose 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 use trusted third-parties to provide the below services and business functions, however all the processors acting on our behalf only process your data in accordance with our instructions and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
We may disclose your information to third parties if:
- We are under a duty to disclose or share your personal data in order to comply with any legal obligation; or
- In order to apply or enforce our contract with you; or
- To protect our rights, property, or our safety and/or the safety of our customers, or others.
We may also disclose your information to our suppliers and contractors to provide information to you on our behalf and/or in order to fulfil our contracts with you.
We will share your personal information with suppliers in respect of;
- Any property you reserve from us.
- The sale of the property and/or the purchase of your existing property in part exchange.
- Any optional extras you decide to purchase.
These third parties include:
- Estate and managing agents.
- Financial and legal advisors, and
- Any relevant mortgage provider
- The Nation House Building Council and similar organisations
- Utility and Service Providers, and
- Local authorities
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may share your information with relevant government agencies to assist you to participate in any government schemes in which you wish to take part.
THIRD-PARTY LINKS
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
INTERNATIONAL TRANSFERS
We do not transfer your personal data outside the European Economic Area (EEA). We do not transfer your personal data outside the European Economic Area (EEA) as currently defined. Anyone contacting the company through a social media account may have their Personal Data processed in the USA. In most cases we do not transfer your personal data outside the European Economic Area (EEA). However, some of the categories of parties specified above in “WHO WE MAY SHARE YOUR PERSONAL DATA WITH” may be located in countries outside of Europe and/or European Economic Area (“EEA”) specifically the USA, however this will only apply to individuals who contact us via a social media platform.
Whenever we make transfers of your personal data, we implement appropriate safeguards in accordance with applicable data protection laws, for example, by sending to countries that have an adequacy decision by the European Commission and/or the UK Information Commissioner’s Office (under Articles 45 of the UK GDPR/GDPR) or when within the Allison Homes Group, an intra-group agreement gives specific contractual protections and regulates cross border intra group transfers of personal data.
DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
DATA RETENTION
HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
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, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers including Contact, Identity, Financial and Transaction Data for six years after they cease being customers.
In some circumstances you can ask us to delete your data: see your legal rights below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
7. CONTACT DETAILS
If you have any questions about this privacy policy or our privacy practices, please contact our Group Data Protection Manager by email legal@allison-homes.com or by post to the following address:
Data Protection Manager, Allison Homes Group Limited, Fleet House, Cygnet Road, Hampton, Peterborough PE7 8FD
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 (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
YOUR LEGAL RIGHTS
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data 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 data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data 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 as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these 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 your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
HELPFUL DEFINITIONS
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES
We keep our privacy policy under regular review. This version was last updated on 07/08/2024
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
