Introduction
This is the privacy notice of Sandbay Limited trading as Ida Homes. This notice applies to you if we process your personal information, excluding our employees (a separate Privacy Notice for Employees is available internally).
The ICO registration number for each company within our group of companies is as follows:
ZB335107
All data protection matters are managed at Sandbay Limited of 3rd Floor 140-144 High Street Bromley BR1 1EZ
What personal information do we collect from or about you?
When you make an enquiry about our homes or services, book an appointment, complete a form using our website, we will collect and retain information that you have provided to us, including:
your contact details (name. email. phone numbers, address)
your communication preferences
the type and price of the home you are looking for
the home you currently own (if any) and its sales status
why and when you want to move
some demographic information about you including age range, household type, profession
the source of your enquiry
any information you provide through a feedback or survey form
lP address.
We require this information to effectively follow up your enquiry and meet your needs. If you do not provide adequate information, we may not be able to do this.
You do not have to provide any data information to use our website (but see the section below on website tracking and cookies. However, certain sections, or services provided within the website, may not be accessible if you choose not to share any information with us.
If you enquire via a third party (e.g. Rightmove or Zoopla), the third party provider, with your permission, will pass the details you gave them to us in order for us to provide you with further ……………..?
…………..we also collect from social media sites (such as Facebook, Twitter, Instagram, Pinterest, and YouTube).
As we follow up your inquiry we will process further information, including:
your ability to purchase, including financial resources, and any assistance you may require
notes on conversations and meetings you have had with us
any correspondence we send and/or have received from you.
If you consult an Independent Financial Advisor (IFA) in furthering your purchase, we will process any information you have agreed they can share with us relating to your mortgage in order to process your new home purchase. The IFA will also confirm that they have verified your financial documents, however we do not hold copies of these documents.
If you decide to start the process of purchasing from us by reserving a home we will process further information on:
details of your new mortgage (if you require one)
details about the sale of your current house (if you need to sell it or use our "Help to Sell" or Part Exchange scheme)
contact details of your solicitor, and estate agent if used
information required to support any equity loan scheme (such as Help to Buy)
the extras you purchase and choices you make (but we do not hold your payment card details)
the dates on which various activities in the process of purchasing a home occurred
Our conveyancer will send contract documents to your solicitor, respond to their queries and process any information they or you may provide in furthering the sale to you of your new home, or in acquiring your home if a part exchange agreement has been made, including:
contract terms, deposit payments
enquiries and responses
certified copies of your passport, driving licence and/or utility bill as required by UK Finance to support money laundering/fraud legislation
a marriage or death certificate in some circumstances to prove succession of title
a check on HM Treasury's Financial Sanction list for evidence of criminal activity
When you complete the purchase of an Ida Homes home we will process further information relating to:
your utility companies and meter readings
details of any issues with your home that you have reported to us and how they were followed up
your responses to our customer satisfaction survey, unless you elected to respond anonymously
your name and contact details
details of any issues with your home that you have reported to us and how they were followed up
We may, during the course of your relationship with Ida Homes, request further information from you which is relevant to the provision of specific services.
Any telephone calls either to or from our sales teams may be recorded for training, monitoring, compliance and security.
By completing a form or questionnaire, we will retain your personal data and information provided for a maximum of 3 years. Any personal information collected will be handled solely by Ida Homes employees and their consultants for the purposes of engagement in order to comply with our legal and regulatory obligations for community engagement in connection to the specific development proposal only.
Limited personal data is collected when you become a shareholder of Ida Homes plc. This data will be processed by Computershare Investor Services PLC ("Computershare") as the provider of all registration services for Ida Homes plc. Computershare may process such personal data in accordance with its privacy policy which is available to view online at
www.computershare.com/uk/privacy-policy
.
What do we mean by website tracking and cookies?
What are cookies and tracking technologies? Cookies are small text files which are placed on your computer or device when you visit a website or app. HTML Web Storage is similar to cookies but with a greatly enhanced capacity.
Why do we use cookies and other tracking?
To do a few different things:
to keep you signed in, even on different device
to remember information about you, so you don't have to give it to us again. And again, settings.
to link the data recorded from our website cookies to your personal information if you make an enquiry from our website
to help deliver targeted advertising to other websites
to find out if our emails have been read and if you find them useful
to deliver services from 3rd Parties, for example Google Maps
to store data locally to improve the speed of our websites.
What cookies do you use?
Some cookies are required to make our website function properly and it would not work properly without them. We also use functional, performance and advertising cookies to make your experience more relevant and enjoyable.
Also be aware there are some "third-party cookies" out there from other companies that might track how you use different websites, including ours. For instance, you may receive a social media company's cookie when you use an option to share something. We don't control these cookies, so we suggest you check the third-party websites for more information about their cookies and how to manage them.
How long do cookies last?
Some are erased when you close the browser on your website or app. Others stay longer, sometimes forever, and are saved onto your device so that they're there when you come back.
How do I control my cookies and tracking?
You can choose to restrict or block cookies though your browser settings at any time, for more information on how to do this and cookies in general visit
www.aboutcookies.org
Be aware that stopping cookies might mean some of the functions on our website become unavailable, or might not work properly for you.
Another way to control some tracking is in the settings on your device.
You can find more information about the cookies we use on our website by visiting our cookie policy here.
How do we use your personal information?
We are required to have a legal basis for processing your personal information. These are most commonly:
to perform or take steps to enter into a contract with you
where it is necessary for our legitimate interests and these are not overridden by your rights and interests
When you make an enquiry, we will use the personal information we hold about you to take steps towards entering into a contract with you such as to:
follow up your enquiry and provide further information you have requested about the Ida Homes properties you have shown an interest in
determine which Ida Homes properties may suit your needs, based on the information you provide
we will make you aware of new sales releases, offers, events, promotions and other marketing information based on your consent
we will use your personal information to tailor our products, understand how you heard about us, improve our website and adapt our marketing channels as we have a legitimate interest to do this
As you progress to reserving an Ida Homes home we will use your personal information, including passing it to third parties, to take further steps towards entering into a contract with you such as to:
assist you in the journey of tailoring and purchasing a home from Ida Homes
assist you with selling your own home through our Help to Sell or Part Exchange scheme
help you with the processing of any mortgage or equity loan you may need, including the valuation of the home you are purchasing
We will also use your personal information to comply with our legal obligations, for example to:
establish your identity
comply with money laundering and fraud legislation
prove succession of title
And when you have purchased a home from us we will use your personal information to:
provide after-sales support in performance of our contract with you
obtain customer feedback on your home and the purchasing process based on our legitimate interests
inform you about further Ida Homes developments and news, with your consent
We may use your information to tailor our marketing activity based on your interests and preferences. If you leave feedback on our website we may use the feedback {or marketing and business purposes. As part of your journey with us we may provide you with links to other relevant products and services available from our partners. By making these links available, we are not endorsing third-party websites, their content, products, services or the owners of these third-party websites. It is your responsibility to make sure that you obtain any information which may be relevant.
What is our policy on retaining your information?
You may unsubscribe from our marketing activities, and/or state that you are no longer interested in our homes, at any time by using the "unsubscribe" link in each email we send you, by following the optout instructions included in each of our SMSs, or by completing the Change Communication Preferences form at the bottom of the Privacy Notice page and follow the instructions in the email.
lf you have enquired about purchasing a home we will keep all the information you have provided as long as we believe you may be interested in purchasing an Ida Homes home. We will remove your personal information in the following circumstances:
if you unsubscribe from ALL our marketing activities, AND tell us you no longer want our sales team to contact you about enquiries you have made at our developments. (If you have made enquiries though choose to unsubscribe from marketing, our sales team may still contact you about your enquiry)
five years after you last gave consent (but we will ask for your consent again first)
we will close your Ida Homes account if you have not used it in five years (unless you have reserved a home), but we will ask you first if you wish to retain your account
However, we will retain records of your name, postcode, the date of your first enquiry, the history of the consents you have given and our communications (including any email correspondence between you and Ida Homes concerning your enquiry) for a further period of seven years in accordance with our Data Retention Policy.
If you have purchased a home from us, we will retain your personal information relating to the purchase of your home for ten years from the date of purchase or until your warranty expires. At that point we will also close your lda Homes account, but tell you first. However, we will retain limited information, including your name and the details of the home we sold you, indefinitely for our records.
We will generally retain emails for seven years and this may include any sensitive information, financial or otherwise, that you have provided.
We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations. For further information about how ……….?
Who do we share your personal information with?
We will take reasonable steps to ensure that any third party we pass your personal information to protects and respects your information and complies with the relevant regulations. We may share your information both within the group of companies and also relevant third party business partners, both for the purposes set out in this Privacy Notice, or for other purposes approved by you. We may pass your contact details and details of the home you would like to purchase to an IFA so they can confirm you are in a position to purchase the home, and, when you are ready, so they can arrange finance (a mortgage) to enable you to purchase the home, but only with your prior agreement. We will also pass your details and the details of the home you are buying to our own conveyancers, and to your chosen solicitors. If you are purchasing using a government scheme (e.g. Help to Buy) we will pass necessary details about you to the government agency concerned.
If you opt for our Help to Sell scheme or part-exchange, we may pass your details to an estate agent and solicitor to facilitate the sale of your home.
When you reserve your home we will pass your details to the NHBC or other warranty provider so they can comply with insurance regulations and issue a warranty certificate. We may also pass your details to independent reviewing organisations, for example Trustpilot, based on our legitimate interests. We will pass your details to utility companies before you move in so they may provide you with their services. We will take meter readings on the day you complete the purchase and pass these to the relevant utility company.
After you have completed the process of purchasing a home from us we will pass personal information to other parties as necessary to allow them to provide our after-sales support service. This will include subcontractors to fix faults and provide emergency call-out services, and warranty providers for your boiler and any other equipment or fittings under warranty.
How we keep your personal information secure
We hold and process your personal information entirely within the UK.
We take the security of your personal information very seriously and our procedures have been accredited as meeting the UK Government's Cyber Essentials Plus standard. ln partnership with our third party accredited security specialist we undertake biannual testing on our websites and internal systems to determine and resolve any potential threats. We have a dedicated IT security team who monitor our network for vulnerabilities - we are always working to ensure your details are protected.
Access to our website is encrypted. Our servers are housed in secure environments and we follow strict procedures on accessing personal and other information. We operate professional backup and disaster recovery procedures and test them regularly.
When responding to your request to access information held by us about you, the information will be encrypted and password protected at all costs. When we provide you with a password for your data, we will inform you of the password via a different method from that which we used to send the data. For example, if we send you an encrypted USB stick via post, we will email you the password to ensure high levels of security. We store your personal information on our computer systems and in our paper records. Where paper records are used, Ida Homes collect and store it in a secure facility with restricted physical access to ensure that personal information is not damaged, destroyed or misused, and to prevent unauthorised access to your information. When we archive or destroy paper documents only accredited archiving service and documents shredding service companies are used which are contractually bound to comply with the Data Protection regulations.
Your rights
ln accordance with the EU General Data Protection Regulations (GDPR) effective from 25th May 2018, you have the right to access the information we hold about you, to correct it, erase it, ask us to discontinue or restrict processing it, to object to how we are using it, the right to data portability and the right to withdraw any consent previously given.
We will acknowledge your request and let you know what we will need from you to carry out your request. Every effort will be made to respond to or comply with your request as quickly as possible, and we will ensure our systems are updated as soon as is practicable in response to your request.
Not all of these rights are absolute rights and they may be subject to exceptions. Also it is unlikely that the right to data portability will apply to personal information regarding you that we process.
You will not have to pay a fee to access your personal information {or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
Changes to this notice
Occasionally we may update our Privacy Notice therefore please review it from time-to-time. If we make substantial changes, we will inform you directly regarding these changes.
Contact Details
You may contact us as the data controller if you have any concerns regarding how we use your personal information or by writing to us at Sandbay Limited 3rd Floor 140-144 High Street Bromley BR1 1EZ.
If you still have a concern about how we process your personal information you also have the right to report it to the Information Commissioner’s Office (ICO) – see
https://ico.org.uk/concerns
