Call us today 0845 481 8801 Find your new home PRIVACY POLICY Elan Homes is committed to ensuring that your privacy is protected and complying with our obligations under the General Data Protection Regulation (GDPR), the UK Data Protection Regulations 2018 and the Privacy and Electronic Communications Regulations (PECR) This policy explains how and for what purposes we use the information that is collected about you, please read this privacy policy carefully. By submitting any personal information to us or using any of the services that we offer, you are agreeing to be bound by this policy in respect of the information collected about you. If you have any queries about the policy, please get in touch using the contact details set out below and we will do our best to answer your questions. Group Data Protection Manager Elan Homes Ltd Oak House, Lloyd Drive Cheshire Oaks Business Park Ellesmere Port Cheshire, CH65 9HQ Registered in England No. 03215914 We reserve the right to amend our privacy statement to reflect changes to our business, website or to data protection legislation. You should therefore revisit this privacy statement on a regular basis to ensure you are familiar with its terms. Elan Homes is also registered on the Information Commissioner’s Register of Data Controllers. What we collect We collect information you give us when you register with us, email us, arrange a property viewing and when requesting brochures. We require only the information we need to provide the service to you. Our website is not intended for children and we do not knowingly collect data relating to children. We will not process your personal data outside of the United Kingdom. Why do we collect your personal data We may collect and process your personal data for a number of reasons. These reasons include: so that we may 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. This includes, but is not limited to, information you provide: when you contact us in person, over the telephone, by e-mail, by post or on our website e.g.; Contact Us’ page - title, first name, last name, email address, phone number, postal address, and the nature of your enquiry. Careers page – Applying for a job vacancy Working with Elan page – registering details to be part of Elan database of Tradesmen Land page – registering details of any land available that may be of interest to Elan Homes Coming Soon development page – Register your interest form Arrange a viewing - Data capture form to arrange a viewing of a property Or: at the time of reserving a property to purchase from us; at the time of purchasing options and extras from us; during the course of purchasing a property from us and/or selling a property to us in part exchange. Our legitimate interests The normal legal basis for processing customer data, is that it is necessary for the legitimate interests of Elan Homes, including: selling and supplying our homes and services; protecting customers, 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 and prosecuting offenders, including working with law enforcement agencies; handling customer contacts, queries or disputes; protecting Elan Homes, 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 Elan Homes; and Fulfilling our duties to our customers, employees, shareholders and other stakeholders. The reasons we will use your gathered information: Detailed below are examples of when we would collect, process and in some cases share your personal data: Provide you with the goods or services that you have requested. With your permission, we will use your details to send you information about other products and services that may be of interest to you. Verify your identity. Analyse it so that we can administer, support, improve and develop our services to you, obtain your views or comments on the services we provide and to notify you about important changes or developments to our services. Where you have consented, we might also use your information to let you know about other services which we, as an organisation offers. This might include, but might not be limited to, information relating to new property developments, properties for sale or rent, home improvement, any of which may be of interest to you. We may contact you by post, telephone or e-mail. To process and manage your purchase of a property from us, provide after sales and warranty services, fulfil our obligations arising from any contracts between us, where applicable. To monitor customer satisfaction (both on our own behalf and the National Housebuilding Council. To notify utility suppliers and local authorities about your new property and about any property we have purchased from you in part exchange. We use CCTV on various sites and offices for the safety and prevention of any crimes committed against our staff, customers, our equipment and properties, not for other monitoring purposes. In the event of any criminal investigations, we may be required by law, to share the data captured with the relevant authorities You may ask us to remove you from our mailing lists at any time by writing to us at our registered office. You may also contact us in order to exercise your option of correcting your details and of being removed from our mailing lists when we send you email alerts or other information. How long do we keep your data? We will not retain your data for longer than necessary for the purposes set out in this Policy. Different retention periods apply for different types of data. The length of time we keep each category of data is outlined in detail in our Inventory of Processing Activities. This is managed and reviewed on an annual basis by Group Data Protection Manager. At the end of the retention period (as specified in our Inventory of Processing Activities), it is securely destroyed. We retain a suppression list of individuals who have opted out of receiving marketing or other information from us. This list is retained indefinitely so that we do not inadvertently contact an individual who has already expressed a wish not to be contacted. Sharing data with third parties Our service providers and suppliers In order to make certain services available to you, we may need to share your personal data with some of our service partners. These include Information Technology service providers, new home warranty cover by NHBC or equivalent provider, customer feedback to help improve our service and service providers e.g. estate and managing agents, financial and legal advisors, mortgage provider if required, utility companies, local authorities. As and when required we will share your date with relevant government agencies to assist you to participate in any government schemes in which you have indicated you wish to take part. Elan Homes only allows its service providers to handle your personal data when we have confirmed that they apply appropriate data protection and security controls. We also impose contractual obligations on service providers relating to data protection and security, which means they can only use your data to provide services to Elan Homes and to you, and for no other purposes. Other third parties Aside from our service providers, Elan Homes will not disclose your personal data to any third party, except as set out below. We will never sell or rent our customer data to other organisations for marketing purposes. We may share your data with: our carefully selected partners who provide services (e.g. financial advisors, solicitors), if we have your consent to do so; for customer testimonials and images; governmental bodies, regulators, law enforcement agencies, courts/tribunals and insurers where we are legally required to do so: - to comply with our legal obligations; to exercise our legal rights (for example in court cases); for the prevention, detection, investigation of crime or prosecution of offenders; and for the protection of our employees and customers. Web Banner Advertising If you visit our websites, you may receive personalised banner advertisements whilst browsing other websites. Any banner advertisements you see will relate to new home developments you have viewed whilst browsing our websites on your computer or other devices. These advertisements are provided by Elan Homes via market leading specialist providers using ‘cookies’ placed on your computer or other devices, however, you can remove or disable cookies at any time – please refer to our Cookie Policy for further information. IP Addresses and Cookies We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to gather aggregate information. We may also use such aggregate information to help us and/or advertisers reach the kind of audience they want to target. This is statistical data about our users' browsing actions and patterns, and does not identify you/any individual. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve the website. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy. Google Analytics In order to track visitors to our website and identify which pages they are interested in, we use a third party service called Google Analytics to collect this type of information. The information obtained does not identify anyone. Your use of our website constitutes your acceptance to our terms of use, privacy and cookies policies. We regularly review the policies to ensure they continue to meet current legislative requirements and the needs of our business. What are your rights over your personal data You have the right to access any personal information that we process about you and to request information about: What personal data we hold about you. The purposes of the processing. The categories of personal data concerned. The recipients to whom the personal data has/will be disclosed to. How long we intend to store your personal data for. If we did not collect the data directly from you, information about the source. If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified. If you would like your personal data to be removed or the use to be amended, you have the right to request: your personal data to be erased (deleted) from our records; the use / processing of your personal data to be restricted in accordance with data protection laws; to opt out of any direct marketing from us (this can be done in a number of ways and will depend on the marketing you are receiving. Please see the marketing material for how to unsubscribe); If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure. We will inform you if your request is possible under current regulations and inform you to what extent your request has been processed. Where we are under legal obligation to retain your information, we will clarify the requirements around the extent of data as well as the duration we will continue to hold your personal data. Subject Access Requests (SARS) It is our policy to respond to a Subject Access Request (SAR) within 30 days. It is our policy not to make a charge for SARs, but in limited circumstances (if the request is repeated, excessive or would require a disproportionate effort) we reserve the right to make a nominal charge to cover administrative costs, where appropriate. Alternatively, we may refuse to comply with the request in such circumstances. If we anticipate it will take longer than 30 days to respond to the request, we will write to the individual data subject to advise them of this and to let them know when we expect to be able to respond. If you would like to make a request around the processing of your personal data, please contact us at customercare@elan-homes.co.uk Right to Lodge a Complaint You have the right to lodge a complaint with the Information Commissioner’s Office. Further information, including contact details, is available at https://ico.org.uk. 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