Data Minimisation Commitment

We believe in open, transparent and fair practices. We also believe that before consent there must be respect. We believe in rights and respect for all and especially a right to privacy. We are committed to ensuring that your privacy is protected. We have a policy of Data Minimisation – collecting as little information as possible and using it sparingly and employing pseudonymisation / anonymisation of Data wherever possible. For this reason we also use pseudonymisation / anonymisation in the form of Alpha Numeric ID for all our personnel, third party suppliers and contractors wherever possible. Should we ask you to provide certain information by which you can be identified, when using this website or our services, then you can be assured that it will be used in accordance with this Privacy Policy.

Who we are

Our website address is: www.HouseLetDirect.co.uk. The company is registered in England at Companies House. Company No.4924802: VAT No.847915877. The Company’s address for all correspondence and notices is PO Box 77 Kent BR8 9XA. HouseLet Direct is a brand name for dedicated housing services provided by Sanctum Consultants, with its own stand alone portal.

What personal data we collect and why we collect it

We collect information from you via a variety of sources, including when you enquire about any of our services, (directly or via a third party) complete one of our forms, when you telephone, write, email or meet with us. Much of the data we collect and use relates to environmental conditions, hazards and or conditions at properties and or their maintenance and repair. We may use bodycam and digital imagery to record and gather evidence of nuisance or assessments at a property and in accordance with health and safety obligations to our personnel and contractors. We do not consider property or environmental information used in conjunction with the property address to be your personal information. For example, the age of a dwelling, disrepair details, and noise from domestic appliances, barking dogs or other types of nuisance /evidence gathered during assessments and inspections. Where your name, contact details or other personal information is used in conjunction with property information, such as to complete a property nuisance assessment /inspection or visit, or to provide you with telephone advice or casework then this is treated as personal information.

Contact forms

We collect basic information such as:

  • Name;
  • Contact information including static and electronic (email) address and telephone number;
  • Demographic information such as postcode;
  • Details of issues relating to properties or issues that you require assistance with.

What we do with the information we gather

We require this information to understand your needs and in particular for the following reasons:

  • To enable a contract to be formed;
  • For the performance of a contract;
  • For internal record keeping;
  • To protect our legitimate interests.

Cookies

Our website uses session cookies – these are ‘strictly necessary’ cookies as our website will not be able to function without them. We also use traffic log cookies to quantify web traffic to our website. This helps us analyse data about webpage traffic and improve our website. We only use this anonymous information for statistical analysis purposes, and then the data is removed from the system. We do not actively permit or use third party cookies. Any third party and or non essential cookies can be controlled by you. You have the option to opt-out of these cookies by declining their use, when accessing our website.

You can manage your preferences regarding cookies by modifying them in the designated “Cookie Settings” pop-up tool on our website. You can opt-out of each cookie category (except strictly necessary cookies) by clicking on the corresponding category and disabling it.

You can also modify your cookie preferences directly from your browser. Almost all browsers allow the detection of cookies and can automatically block them. Please note that if you disable our website cookies or cookies in general in your browser settings, this will prevent Site functionally -required cookies, and certain sections, or features of our website will not work. 

Browser settings are usually found in the ‘Options’ or ‘Preferences’ menu. Browser-specific help with cookies can be found in the links below. For further information, we recommend referring to the documentation of your browser.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website. Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over other websites. Therefore, we cannot be responsible for the protection and privacy of any information, which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy statement applicable to the website in question.

Analytics

Our web host uses the Site tools analytics package to collect nominal anonymous web traffic data. You can disable any non essential cookies through your browser settings, by rejecting non functional cookies.

Who we share your data with

By default we do not share any of your personal data with anyone. We will not pass on your personal data to unrelated third parties, unless we are allowed or required to do so by law or we have your explicit permission to do that.

How long we retain your data

Landline / mobile phone calls and voicemail recordings may be recorded for the performance of a contract and for training and monitoring purposes. Our recordings are usually held for a maximum period of six months. All electronic and paper copies of personal data are held for a short a time as possible. We electronically secure delete and shred abortive service requests weekly / monthly. All other personal data is kept in most cases for the duration of the service and for at least one year afterwards and in limited instances for a maximum of 3 years (in accordance with financial regulations and other statutory requirements). Where money is owed on the account, details will be kept for as long as the case is active or the debt remains unpaid or whilst legal action is ongoing.

What rights you have over your data

You may request details of personal information, which we hold about you under the Data Protection Act 2018 (DPA)and General Data Protection Regulation (GDPR). We reserve the right to charge ‘reasonable’ fees for manifestly unfounded or excessive requests.

We will respond within one calendar month of receiving your request. It will greatly assist us if you can be specific about what personal data you want to see, what it relates to, and the timeframe to which it relates, as this will assist our search. You have the right to correct information that we hold. You may also withdraw your consent to use any information that was previously provided with your consent. If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible, at the above address. We will promptly correct any information / respond to your request. Please also advise us if you wish to withdraw any consent previously given.

Where we send your data

We only host, store or otherwise handle your personal information within the borders of the UK. We only use web hosts who store or otherwise handle personal information within the borders of European Economic Area (EEA) and the USA and ensure that any transfers of personal information from one country to another comply with relevant data protection and privacy laws.  

You can find out further information about the rules on data transfers outside the EEA, including the mechanisms that we rely upon, on the European Commission website here.

Our contact information

The name of the Data Controller is HouseLet Direct / Sanctum Consultants. If you have any privacy concerns or would like a copy of the information held on you please write to: HouseLet Direct, PO BOX 77, Kent, BR8 9XA.

Additional information

Further information on your rights about Data Protection law is available on the Information Commissioner’s Office (ICO) website: https://ico.org.uk/

How we protect your data

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and during the creation and performance of contracts.

Changes to our Privacy Policy

Our Privacy and Data Protection Policy is reviewed annually. The DPA 2018, which clarifies and supplements the GDPR, is the new statutory framework governing personal data in the UK. Any changes we may make to our Privacy and Data Protection Policy in the future will be made by updating this page and in accordance with the statutory provisions. For specific contracts, we may also contact individuals directly to provide them with further information on how we will protect their privacy.

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