In this Policy when we refer to “we”/“us”/“our” we mean HOP Homes Limited, a company registered in England and Wales (12051602) and other members of its corporate group, consisting of Mill Group Limited, its parent undertakings and their respective subsidiaries. The registered office of HOP Homes Limited is at New Zealand House, 15th Floor, 80 Haymarket, London SW1Y 4TE.
We may revise this Policy at any time by amending this page. You are expected to check this page from time to time to take notice of any changes we make, as they are binding on you.
This Policy describes:
The information we collect
How we use the information we collect
How we share information with third parties
Keeping your information and information security
Your choices and rights
How to contact us and other important information
1. The information that we collect and where we get it from
“Personal information” is any information that can be used to identify you or that we can link to you and which we have in our possession or control.
We will collect and process the following personal information about you:
Information that you provide to us
We will process personal information that you give to us including when you email us or contact us through various channels as follows:
- Registering your interest about our products and services via our website hophomes.co.uk or when you contact us with queries via email or telephone or respond to our communications. The personal information you provide may include your full name, telephone number, email address and information about your employer or your business.
- In connection with our provision of products and services: if you are our business contact you will provide us with personal information when you or a company you represent enquire about doing business together or enter a contractual agreement with us. If you are not yourself a direct business contact, then we may collect or receive your personal information because you are involved with one of our business contacts.
- Recruitment application: when you apply for a role with us you may provide us with your full name, date of birth, nationality, education and qualification details, your gender, your CV, photograph, passport details, marital status, home address and home telephone number, mobile telephone number, utility bill and other details set out in your application.
- Social media: we may contact you directly via LinkedIn, Twitter and other social media sites to obtain your email address. This is so that we can conduct a business discussion with you relating to our projects, products and services. In the process, we may collect other information which you have chosen to share on your social media profiles. We will not send you marketing mailings unless you have consented for us to do so.
Information we obtain from other sources
- If you apply for a position with us we may collect personal information relating to past employment, qualifications and education, opinions from third parties about you, past employment history and other details about you, which will be provided to us by a third party that provides background screening services to us or directly from your previous employers, clients or referees.
- If we collect or receive your personal information in the context of our provision of projects, products and services we might receive information from third parties such as your employer, other parties relevant to the services we are providing (e.g. counterparties in transactions) and others such as regulators and the authorities. That information could include your name, contact details, employment details and other information relevant to the services that we are providing to partners/clients.
2. How we use the information we collect
Depending on the purposes for which we have collected the information, we may do the following with your personal information:
- use it to contact you, for the purposes of marketing and business development activity, about our products and services by email and/or telephone.
- business referral to an interested party looking to use your business products or services.
- where you have applied for a position with us, to review and process your job application.
- to comply with legal and regulatory obligations that we have to discharge.
- record and monitor your use of our websites or our other online services for our business purposes which may include analysis of usage, measurement of site performance and generation of marketing reports.
- use it for our legitimate business interests, such as undertaking business research and analysis, managing the operation of our websites and our business.
- use it to look into any complaints or queries you may have, and
- use it to prevent and respond to actual or potential fraud or illegal activities.
Grounds for using your personal information
We rely on the following legal grounds to process your personal information, namely:
Consent – we may (but usually do not) need your consent to use your personal information. Where we rely on your consent, you can withdraw your consent by contacting us (see below).
Performance of a contract– we may need to collect and use your personal information to enter into a contract with you or to perform our obligations under a contract with you.
Legitimate interest – we may use your personal information for our legitimate interests, some examples of which are given above.
Compliance with law or regulation – we may use your personal information as necessary to comply with applicable law/regulation.
3. How we share information with third parties
We share personal information with our data processors, such as accounting software platforms, payroll bureaus, email platforms, shared servers, online file servers, website providers, property managers and third parties providing services to us. As a result, your personal information may be transferred to locations outside Europe as well as within it for the purposes described above.
Where we transfer your personal information outside Europe, we will ensure that it is protected and transferred in a manner consistent with legal requirements applicable to the information. This can be done in a number of different ways, for instance:
- the country to which we send the personal information may be approved by the European Commission
- the recipient may have signed a contract based on “model contractual clauses” approved by the European Commission, obliging them to protect your personal information, or
- where the recipient is located in the US, it may be a certified member of the EU-US Privacy Shield scheme.
In other circumstances, the law may permit us to otherwise transfer your personal information outside Europe. In all cases, however, any transfer of your personal information will be compliant with applicable data protection law.
You can obtain more details of the protection given to your personal information when it is transferred outside Europe (including a sample copy of the model contractual clauses) by contacting us using the details set out below.
4. Keeping your information and information security
How long we hold your personal information for will vary and will depend principally on:
- the purpose for which we are using your personal information – we will need to keep the information for as long as is necessary for the relevant purpose, and
- legal obligations – laws or regulations may set a minimum period for which we have to keep your personal information.
We will ensure that the personal information that we hold is subject to appropriate security measures.
5. Your choices and rights
You have a number of legal rights in relation to the personal information that we hold about you and you can exercise your rights by contacting us using the details set out below.
These rights may include:
- Obtaining information regarding the processing of your personal information and access to the personal information which we hold about you.
- Requesting that we correct your personal information if it is inaccurate or incomplete.
- Requesting that we erase your personal information in certain circumstances. Please note that there may be circumstances where you ask us to erase your personal information but we are legally entitled to retain it.
- Objecting to, and requesting that we restrict, our processing of your personal information in certain circumstances. Again, there may be circumstances where you object to, or ask us to restrict, our processing of your personal information but we are legally entitled to refuse that request.
- In some circumstances, receiving some personal information in a structured, commonly used and machine-readable format and/or requesting that we transmit that information to a third party where this is technically feasible. Please note that this right only applies to personal information which you have provided to us.
- Withdrawing your consent, although in certain circumstances it may be lawful for us to continue processing without your consent if we have another legitimate reason (other than consent) for doing so.
- Lodging a complaint with the relevant data protection authority, if you think that any of your rights have been infringed by us. We can, on request, tell you which data protection authority is relevant to the processing of your personal information.
6. How to contact us and other important information
If you would like further information on the collection, use, disclosure, transfer or processing of your personal information or the exercise of any of the rights listed above, please contact us:
- By email: email@example.com
- Or write to us at: HOP Homes Limited, New Zealand House, 15th Floor, 80 Haymarket, London SW1Y 4TE