Nothing to hide from you,

SUMMARY

• We keep personal data stored to a minimum

• We only use your data to provide services and legal obligations

• We delete your data immediately once we no longer need it

• We take data protection and privacy of your data very seriously

• We will only give your data to third parties who are working alongside us to provide a service i.e for maintenance and repair

• Please contact us at info@hmsni.co.uk and we are happy to answer any questions that you may have about your personal data

COLLECTION AND USE

We only obtain personal information that you provide to us through application forms, phone conversations, emails, contact us request forms on our website, property news and occasionally social network private messaging.

The following sections will describe whose data we collect and how we store the information for Landlords, Tenants, Vendors, Viewers and Website Visitors.

Landlords

As a Home Management Services Landlord, we collect from you a telephone number, an email address, a home address and bank details for rental payments. This data is held in a secure database which is encrypted, and password protected. We do not share your data with 3rd parties unless legal or legitimate reasons.

Tenants

As a tenant of a Home Management Services Rental Property we collect from you your previous address, full name, telephone numbers, email address, next of kin and sometimes even a Guarantor. Bank details, passport number, national insurance numbers are also collected on the application forms but are not kept on record once background checks have been completed. This information is shredded and destroyed. The information we do retain will be held in our secure database which is encrypted and password protected. We will only share your personal information with 3rd parties who are working alongside us in provide a service, i.e annual boiler servicing, repair work, general maintenance. These 3rd parties will not keep your data and will delete your contact number or email address after use.

Vendors

As a 3rd party vendor to Home Management Services we collect from you a home address, personal references, bank details for payment, telephone number and email address. Your personal data is held in a secure database which is encrypted and password protected. Your telephone number may be shared at your consent to a tenant, landlord or another Vendor for a legitimate business reason.

Viewers

As a viewer of a Home Management Services property, we collect from you: your name and telephone number to arrange a time to meet for a viewing of a property and to confirm the appointment. We then ask you to send us an email requesting an application form which then provides us with personal data to apply for a property.

• If you are not interested and do not wish to apply, we delete your data immediately.

• If you would like to apply for a property we keep your data for the application process and delete immediately if unsuccessful after notification of being unsuccessful.

• If you are a successful applicant, we only retain the data mentioned above in the Tenant section and safely delete and remove the additional personal data only used for background checks and referencing

Website Data Collection

Our website address is: http://hmsni.co.uk.

Comments, Contact Forms and Cookies

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select "Remember Me", your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Content from 3rd Party 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 tracing your interaction with the embedded content if you have an account and are logged in to that website.

RETENTION AND DELETION

We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations. Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we use it.

We will not retain data for longer than is necessary to fulfil the purposes for which it was collected or as required by applicable laws or regulations.

OUR LEGAL OBLIGATION TO DISCLOSE PERSONAL DATA

We will not sell or rent your information to third parties.

We may pass your information to third party service providers, including but not limited to:

• Business partners, Suppliers and Sub-Contractors working on our behalf for the purposes of completing tasks and providing services to you.

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.

We may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or to protect your vital interests or the vital interests of another person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.

We will not disclose any personal data for advertising purposes or to any unapproved 3rd parties.

YOUR RIGHTS AND CONTACTING HOME MANAGEMENT SERVICES

In this section we have summarised the rights that you have under data protection law.Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries.Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.Your rights can be found at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

You have the right:

• To access the information we hold about you and certain information about our processing of it and your rights in relation to it.

• In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions.

• To rectification of the information we hold about you.

• In certain circumstances, to restrict our processing of your personal information or object to us processing it. If you object, we will stop processing your personal information unless certain exceptions apply.

• To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.

• Where our processing of your personal information is based on your consent, to withdraw that consent at any time.If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.

For any subject requests, or to know more information on the data we hold on you, please contact Home Management Servicesinfo@hmsni.co.uk

REVIEW OF THIS POLICY

We will keep this Policy under regular review. If we change or amend our Privacy Policy, the changes will be posted on this page and we may place notices on other sections of the website and/or notify you by email.