Alexander Thomas Homes- Privacy Policy

Your privacy is important to us. When we process your personal data we comply with the UK GDPR and the Data Protection Act 2018, together with any other applicable data protection and privacy legislation.

Your personal data includes all the information we hold that identifies you or is about you. More information about the types of personal data we process about you is set out below.

Everything we do with your personal data counts as processing it, including collecting, storing, amending, transferring and deleting it.

This privacy policy provides information about the personal data we process about you, why we process it and how we process it. It applies to customers, suppliers and business contacts as well as candidates contacting us in relation to job vacancies.

Our responsibilities

Thomas Alexander Homes (Yorkshire) Limited (referred to throughout this privacy policy as “Thomas Alexander Homes”, “we”, “us” and “our”) is registered in England and Wales with registered company number 13761412 and address at Unit 2 Block C, 14 Hulme Street, Salford, Greater Manchester, M5 4ZG. The relevant company within the Thomas Alexander Homes Group that is the controller of your personal data will depend on the site you are purchasing a house from as each operates under a separate company.

If you have any questions in this regard or about the ways in which we process your personal data, please contact us at reception@thomasalexanderhomes.co.uk.

1. What data do we process about you?

Customers

If you place an order for our products or services (whether through our website, by phone or by other means) we process the following information about you:

• Identify data such as your full name, marital status and title;

• Contact data such as your delivery address, billing address, email address and telephone numbers;

• Information regarding your mortgage and the amount of finance you have available to purchase a property from us; and

• Payment data such as bank details and payment card details.

We process most of your information on the grounds of fulfilment of our contract with you, namely to confirm your purchase, process your entry into any competition we may be running (and facilitate the delivery of any prize), arrange for your payment to be processed and provide you with the property you have purchased. We may also use your personal data for our legitimate interests, including for the purposes of fraud protection and for training and quality.

Website Visitors

We will process any personal data you voluntarily provide via the “Contact Us” section of our website. As there is a free text section within this part of our website, we have no control over the data that is provided. However, it will be processed on the grounds of your consent or for our legitimate interests in responding to the specific query you have raised.

To help us improve our website and the products and services we offer, we collect data about the ways in which you use our website. This includes, for example, technical data such as your IP address, which is collected through our use of cookies. More information (including the retention period for each cookie) can be found in our cookie policy, available here [insert link to cookie policy].

Suppliers, Business Contacts and Visitors to our Premises

If you work for one of our suppliers or are one of our business contacts, we usually process your name and business contact details, such as your business email address and phone number and the address of your organisation. We process the information on the grounds of our legitimate interests in maintaining our relationship with you.

We use CCTV in and around our premises for the purposes of crime prevention, detection and security. We retain CCTV images for 30 days.

Candidates

If you apply for a job vacancy with us, or speculatively send us your CV, the personal data that we are likely to process about you includes:

• identity data such as your first name, middle names, last name, marital status, title, date of birth and gender;

• contact data such as your postal address, email address and telephone numbers;

• background data such as your education, career background and work experience;

• personal information such as your skills and qualities; and

• any other information that you include on any CV, application or covering letter you send to us.

We process your information on the grounds of our legitimate interests to determine whether or not we have a suitable vacancy for you. To the extent we need to process special categories of data about you (for example, to ensure our premises are suitably equipped for you if you attend for an interview), we will do so in accordance with our legal obligations. If you provide special categories of data to us which we have not requested, we will process it on the grounds of your consent because you have voluntarily provided the information to us.

1. Our collection of your personal data

Customers, Suppliers and Business Contacts

We use different methods to collect data from and about you including through:

• Direct interactions

You may give us your personal data by filling in forms on our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: make a purchase; submit a query to us whether on our website or by email or phone; request for marketing to be sent to you; or give us feedback or contact us.

• Automated technologies or interactions

As you interact with our website, we may automatically collect personal data about you. You can find out more information in our cookie policy available [here].

Candidates

We receive personal data directly from you when you contact us in respect of a specific vacancy or with a speculative approach. We may also receive information about you from recruiters and agencies that provide temporary workers.

1. Who will receive your personal data?

Your personal data is only transferred to the extent that this is necessary. Recipients of your personal data may include:

• third party payment processors;

• mortgage brokers and other financial intermediaries;

• third parties that assist us with fulfilment of your purchase, including by providing name and address verification services;

• third party email distribution providers (such as MailChimp and market research companies. Please note your personal data will only be processed for marketing purposes in accordance with the section below headed “Marketing”;

• third parties that assist with our customer satisfaction surveys and reviews;

• legal advisors to the extent they need to see your personal data to provide us with legal advice;

• third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy; and

• if you are a candidate, we may provide feedback to you via the recruiter or agency that recommended you to us.

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 transfer your personal data outside of the EEA.

1. How long will we keep your personal data?

Customers

Your personal data is retained for no more than 7 years from the date you purchase a property from us. This enables us to deal with any queries, issues or legal claims. After that date your personal data will be deleted or anonymised so that it is no longer personally identifiable. Your information will be kept securely at all times.

Suppliers and Business Contacts

Your personal data is retained for the duration of our relationship with you or the organisation for which you work. Please let us know if you leave the organisation or if your details change. If we receive notification from you or your organisation that you no longer work at that organisation, or if we no longer maintain a working relationship with your organisation, we will delete your information from our system.

If we are corresponding with you as a potential supplier, we will retain your details until we receive notification from you or your organisation that you no longer work at that organisation or until we no longer correspond with the organisation for which you work.

Candidates

If you are successful, we will retain your personal data in line with our employee facing privacy policy, a copy of which will be provided to you. If you are unsuccessful, we will retain your application, CV and/or covering letter and any other personal data you provided to us for 6 months from the date we reach our decision in case any other suitable roles arise in which we think you may be interested, or in case you have any questions about our decision. After that date, your personal data will be permanently deleted or destroyed.

1. Marketing

We occasionally send newsletters and magazines, in which case we will share your name, email address and (for the purposes of sending you magazines) your billing address with third party mailing companies. We only send you marketing if we are entitled to do so under data protection and privacy legislation, which usually means we either have your consent to send you marketing or we send it to you because you are one of our existing customers. You can unsubscribe to our marketing communications at any time, either by clicking “unsubscribe” in any marketing email we send to yo or by emailing reception@thomasalexanderhomes.co.uk.

1. What are your rights?

You benefit from a number of rights in respect of the personal data we hold about you. We have summarised your rights below, and more information is available from the Information Commissioner’s Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/). These rights apply for the period in which we process your data. There are certain caveats and exemptions to those rights which mean that in some circumstances you may not be entitled to exercise them, if we believe that is the case upon receipt of a request from you we will let you know.

Access to your data

You have the right to ask us to confirm that we process your personal data, as well as access to and copies of your personal data. You can also ask us to provide a range of information, although most of that information corresponds to the information set out in this fair processing notice.

Rectification of your data

If you believe personal data we hold about you is inaccurate or incomplete, you can ask us to rectify that information.

Right to be forgotten

In some circumstances, you have the right to ask us to delete personal data we hold about you.

Right to restrict processing

In some circumstances you are entitled to ask us to suppress processing of your personal data. This means we will stop actively processing your personal data but we do not have to delete it.

Data portability

You have the right to ask us to provide your personal data in a structured, commonly used and machine-readable format so that you are able to transmit the personal data to another data controller.

Right to object

You are entitled to object to us processing your personal data:

• if the processing is based on legitimate interests or performance of a task in the public interest or exercise of official authority;

• for direct marketing purposes (including profiling); and/or

• for the purposes of scientific or historical research and statistics.

We do not intend to use your personal data for scientific or historical research and statistics.

Automated decision making

Automated decision making means making a decision solely by automated means without any human involvement.

1. Questions or concerns

If you think we have processed your personal data unlawfully or that we have otherwise not complied with the applicable data protection legislation (or if you have any other complaints in relation to our processing of your personal data), please get in touch with us so we can help. You can report your concerns to the supervisory authority in your jurisdiction. The supervisory authority in the UK is the Information Commissioner’s Office (“ICO”). You can call the ICO on 0303 123 1113 or get in touch via other means, as set out on the ICO website – https://ico.org.uk/concerns/.