Terms & Conditions and Privacy Policy

This notice:

• Applies to the personal data you give us in relation to property sales
• Explains how we collect/use your personal data, who we share it with, and the legal basis for processing.
• Explains the choices you have about the data we hold about you – your privacy rights
• Is kept up to date. You can find the latest version on our website (peabody.org.uk). If you would like a hard copy, please see the “contact us” section of our website and ask us to send you one

Peabody is the “data controller” whose head office is located at 45 Westminster Bridge Road, London SE1 7JB.

If you have concerns about how we are dealing with your data, in the first instance, you should raise these with your sales contact.  If you are not satisfied with their response you can contact the Group Data Protection Officer at DPO@peabody.org.uk

We collect your information to:

• send you information on developments and properties that you have expressed an interest in;
• determine your application relating to a property purchase;
• process the purchase of the property if your application is successful.

Without this information we may not be able to enter into an agreement with you or provide the services you want.

We collect most of our information directly from you.

We collect information from other third parties, but only where is it relevant to your application for a property, or the sale process, for example

• Previous landlords - for your rental history
• Credit reference agencies – for credit checks, anti-fraud checks, and information about your financial status/history
• Property portals e.g. Zoopla – for Peabody properties you are interested in and information about your personal housing circumstances
• Your legal representatives (as part of the application process)

In some instances, we rely on the “legitimate interests” condition as the lawful basis to process your data.  You can object to this processing if you think your legitimate interests outweigh ours.  We must be specific about what those interests are; our legitimate interests are listed below:

• Our services/properties meet the needs of our customers;
• Peabody remains commercially viable and protects its commercial and social assets;
• We make the most efficient use of our resources and we understand how we are performing; and
• We understand our customers’ experiences and views so that we can provide value for money and effectively contribute to debates on future housing strategies

Occasionally, we may need to transfer your personal data outside of the UK to other subcontractors or agents. For example, if we were to use an IT service whose servers are situated abroad. Where this is the case we will take the appropriate steps to ensure that we only contract with organisations that have the appropriate security measures in place.

Data protection law says we need a "lawful basis" for collecting and using any information about you. There are a variety of different lawful bases for using personal data which are set out in law.  Below is more detail about how we use your data and the corresponding “lawful basis”.

Data processors

We share some information with our data processors, which are organisations that carry out a service on our behalf, for example IT providers.  We only share the information which is necessary for them to carry out the service they have been contracted to provide. All our contractors operate under the terms and conditions of a legally enforceable contract and will not use your information for anything other than carrying out a service on behalf of Peabody.

Shared Ownership properties

If you are applying for one of these, we may share information with our approved panel of mortgage advisers who we use to carry out our financial assessments as part of the application process.

Others

Other organisations we may share your information with include

• Marketing agents which manage mailing lists on our behalf
• Sales agents
• Police and other law enforcement agencies for the prevention detection of crime
• Legal and professional advisers for the purposes of managing the sale transaction with you
• Organisations with a function of auditing and/or administering public funds
• Subsidiaries and other entities in the Peabody Group, as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance, support, and hosting of data;
• Third parties in the context of the possible sale or transfer of services in which you are involved.

Core landlord services

We use your details to contact you about prospective properties and about the sales process.

Customer surveys

We’re constantly working to improve our services. One of the ways we do this is by listening to our customers and asking for feedback via surveys. These surveys are carried out by contractors who are specialists in customer feedback. In such cases, we pass on your contact details to them so you that they can contact you and ask about our performance.

How long we keep your personal data for can depend on the type of data it is. We have set retention periods for different categories of data. We keep records relating to successful sales for 7 years after the point of sale.  We keep unsuccessful applications for 2 years.  We keep information on your online account for up to 2 years from the point at which there is no longer any activity on your account.

You have several rights which allow you to choose and control how we use your data. These rights are explained below.

Transparency: You have the right to be informed about how we are using your data. If you think we are doing something with your information that we have not told you about in this Privacy Notice, you can object to this.

Access: You have the right to ask us what personal information we hold about you, and to request a copy.

Objection: You can object to the processing of your personal data. You should note that this right does not apply in all circumstances, for example, where we are processing information because it is necessary in the performance of contract we will not be able to stop processing this information.

Withdrawal of consent: if we are processing your data based on your consent, you can withdraw this consent at any time. Where this is the case we may no longer be able to provide the relevant service to you.

Rectification: If you think that the personal data we hold about you is inaccurate or incomplete, you have a right to request that it be rectified.

Erasure: You can ask us to delete your personal data where it is no longer necessary for us to use it, where you have withdrawn consent (if we process based on consent), or where we have no lawful basis for keeping it.

Restriction: You can ask us to restrict the personal data we use about you where you have asked for it to be erased or where you have objected to our use of it.

Data portability:  You can request the transfer of your personal information to another party under certain circumstances.

Appeal: If you are not satisfied with the way that we have dealt with your personal data, please let us know and we will try and resolve your concerns. If you are not satisfied with the outcome, you can make a formal complaint through our website.

If you are still not happy with our response, you have the right to appeal directly to the regulator – the Information Commissioners’ Office https://ico.org.uk, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113.