Millwood Designer Homes Limited is committed to protecting your privacy when you use our services.
Millwood collects information when you read or download information from the Site (IP Addresses and Cookies).
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
We will collect information generated by your visit to the web site. This may include your IP Address (an IP address is a number that is automatically assigned to your computer whenever you are surfing the Internet); the type of browser and operating system used to access the Site; the date and time you access the Site; the pages you visit; and if you visited the Site from another website, the address of that website.
Some of this information may be stored on your computer in the form of a cookie. This information helps the web server track such things as your preferences and any data you submit while browsing the Site. For example, the cookie will store login details and information relating to Your Millwood user preferences.
For further information about cookies and how to manage your cookies, please visit www.allaboutcookies.org. This link is to another website and is opened in a new window. Millwood are not responsible for the content of the www.allaboutcookies.org website.
The Privacy Notice below explains how we use information about you and how we protect your privacy.
We have a Data Protection Officer who makes sure we respect your rights and follow the law. If you have any concerns or questions about how we look after your personal information, please contact the Data Protection Officer at email@example.com.
Changes to Privacy Notice
Why we collect your personal information
Do you know what personal information is?
Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person.
Information we may collect about you may include (but is not limited to):
- Telephones numbers
- Email addresses
- Identification documents
- Computer IP address
Why do we need your personal information?
We may need to use some information about you to:
- to provide marketing material
- deliver services and support to you;
- manage those services we provide to you;
- service improvement
- check the quality of services;
- to help with research of new services.
How the law allows us to use your personal information
There is legal reason why we need to collect and use your personal information. Generally, we collect and use personal information for the purposes of where:
1) you are entering or have entered into a contract with us
2) you, or your legal representative, have given consent
3) it is necessary for legal cases
4) it is necessary for research purposes
Consent and Your Preferences
We would like to occasionally send you information on products and services we offer, and which we think will be of interest to you. We will ask for your consent to communicate this type of information to you, you can remove your consent and ask us to stop.
If you do not want to sign up for an online account but you want to remove your consent, please contact firstname.lastname@example.org or unsubscribe and tell us which service you are removing your consent so we can deal with your request.
We only use what we need
Where we can, we’ll only collect and use personal information if we need it to deliver a service.
If we don’t need personal information we’ll either keep you unsubscribed if we already have it for something else or we won’t ask you for it. For example, in a survey we may not need your contact details so we’ll only collect your survey responses. We won’t sell your personal information to anyone else. We will always provide an option for updating your marketing preferences on our communications with you.
If you enquire via a third party (e.g. Rightmove or On The Market), the third party provider, with your permission, will pass the details you provided them to us in order for us to contact you with further information. We also collect data from social media platforms (these include Facebook, Twitter, Instagram and YouTube).
As we follow up your enquiry we will process further information, including:
1) your ability to purchase, including financial resources, and any assistance you may require.
2) notes on conversations and meetings you have had with us.
3) any correspondence we send and/or have received from you.
Visiting our websites
When you visit one of our websites, we collect standard internet log information for statistical purposes.
2) We do not make any attempt to identify visitors to our websites. We do not associate information gathered from our sites with personally identifying information from any source.
3) When we collect personal information, for example via an online form, we will explain what we intend to do with it.
4) Our websites contain links to various third party websites. We are not responsible for the content or privacy practices of any external websites that are linked from our sites.
Improvements to our website
Millwood are committed to providing the best service and information possible to you. We are therefore continually seeking ways of improving and upgrading the Site and reserve the right to make changes to the Site and the way we process information collected from it. Millwood is nevertheless committed to continue to respect the privacy and preferences of all users of this Site.
How we use your telephone number and email address
Text messages and contact via telephone or email provide a direct way to contact and share information with you about our developments we can deliver to you. If you provide your telephone number or email address we may keep in contact with you by these methods.
Operational SMS/text/email messaging and calls
If you supply us with your telephone or email contact details, we may use them to call. Examples of operational text messages include:
1) Confirming a repair and/or a time and date for a repairs contractor to visit
2) Confirming a home visit
3) Sending a reminder about an appointment
4) Asking you to contact a named person or department
5) Satisfaction surveys
Sharing your telephone number with third parties
We may pass your telephone number to third parties so that we can meet our contractual obligations with you. We may also share your telephone numbers if we are required to by law.
We may supply the details to our approved third party contractors who are delivering or performing services on our behalf, and these companies must not use your information for any other purpose. We never share or sell your telephone numbers to telesales/marketing companies.
Who do we share your information with?
We use a range of organisations to either store personal information or help deliver our services to you. Where we have these arrangements, there is always an agreement in in place to make sure that the organisation complies with data protection law. We are likely to share your personal information with the following:
Property Services and Repairs
Contractors and third supply chain service providers for the purposes of carrying out property related inspections and repairs. Generally we will only share your name, the property address and your contact details so that they can arrange an appointment with you. In some cases we may also share customer service information with them, for example where you have told us that you need longer to answer your door. We may also need to share information where we have recorded there is a potential risk to operatives or other representatives.
Legal Services and Partners
We may share your personal information with our legal services or solicitors if we are preparing or defending a legal claim. Sometimes we have a legal duty to provide personal information to other organisations, this is often because we need to give that data to the police, courts, local authorities or government bodies.
We may also share your personal information when we feel there’s a good reason that’s more important than protecting your privacy. This doesn’t happen often, but we may share your information:
1) in order to detect and prevent a crime and fraud; or
2) if there are serious risks to the public, our staff or to other professionals;
Safeguarding, Support Agencies and Charities
We may share your personal information with these organisations where we suspect there may be safeguarding or welfare concerns. We will usually try to gain your consent in advance, but we may make a safeguarding referral without consent in situations where we feel there is a significant risk.
Keeping your information secure
We store personal information both electronically and in paper form. We implement security policies, processes and technical security solutions to protect the personal information we hold from:
1) Unauthorised access
2) Improper use or disclosure
3) Unauthorised modification
4) Unlawful destruction or accidental loss
We’ll do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include:
1) Encryption, meaning that information is hidden so that it cannot be readwithout special knowledge (such as a password). This is done with a secret code or what’s called a ‘cypher’. The hidden information is said to then be ‘encrypted’
2) Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
3) Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
4) Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches)
Employees and third parties who have access to, or are associated with the processing of, your personal information are obliged to make reasonable efforts to safeguard it.
Where in the world is your information?
The majority of personal information is stored on systems in the UK. But there may be some occasions as our technology services progress where your information may leave the UK either in order to get to another organisation or if it’s stored in a system outside of the EU.
We will always have additional protections on your information if it leaves the UK ranging from secure ways of transferring data to ensuring we have a robust contract in place with that third party.
We’ll take all practical steps to make your personal information is not sent to a country that is not seen as ‘safe’ either by the UK or EU Governments.
How long do we keep your personal information?
There’s often a legal or a contractual reason for keeping your personal information for a set period of time. We will keep your information for the duration of providing a service, after that time we will either anonymise or destroy your information.
You can ask us for a copy of our retention periods by contacting us at email@example.com
The law gives you a number of rights to control what personal information is used by us and how it is used by us. You can ask for access to the information we hold on you. You have the right to ask for the information we have about you. When we receive a request from you in writing, we must give you access to what personal information we’ve recorded about you.
However, we can’t let you see any parts of a record which contain:
1) Confidential information about other people; or
2) May be held in preparation to defend legal claims
This applies to personal information that is in both paper and electronic records. If you ask us, we’ll also let others see your record (except if one of the points above applies).
A request for personal information can be made via email or in writing. This is known as a subject access request. In order to make a subject access request you will need to provide the following information:
1) your name
2) your address
3) proof of identity and signature
enough information to identify your records
What type of documents could I submit as proof of ID?
1) Copy passport with signature (please remove your passport number)
2) Copy driving license picture with signature (please remove your driver number)
3) Copy of signed tenancy or contract with us
You can write to us at the following address:
Millwood Designer homes Limited
Data Protection Officer
6 Alexander Grove
Kent. ME19 4XR
Alternatively email us at firstname.lastname@example.org. (Please ensure you attach your identity documents with the document reference numbers removed).
We will not start your subject access request until we are satisfied that you have provided us with enough information for us to identify you.
Once you have made a request you will receive an acknowledgement and your request should be answered within one month. In certain circumstances, we are allowed to take longer but we will tell you if we feel we may need longer without undue delay from when we receive your request.
If you can’t ask for your records in writing, we’ll make sure there are other ways that you can. If you have any queries about access to your information please contact email@example.com or call 01732 770991.
You can ask to change information you think is inaccurate.
You should let us know if you disagree with something we may have recorded about you.
We may not always be able to change or remove that information but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.
Please email firstname.lastname@example.org to inform us of any inaccuracies.
You can ask to delete information (right to erasure)
In some circumstances you can ask for your personal information to be deleted, for example:
1) Where your personal information is no longer needed for the reason why it was collected in the first place
2) Where you have removed your consent for us to use your information (where there is no other legal reason us to use it)
3) Where there is no legal reason for the use of your information
4) Where deleting the information is a legal required
5) Where your personal information has been shared with others, we’ll do what we can to make sure those using your personal information comply with your request for erasure.
You can ask to limit what we use your personal data for
You have the right to ask us to restrict what we use your personal information for where:
1) you have identified inaccurate personal information, and have told us of it
2) where we have no legal reason to use that information but you want us to restrict what we use it for rather than erase the information altogether
We will assess whether you have a right to a restriction and where restriction of use has been granted, we’ll inform you before we carry on using your personal information.
Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are required to by law or we have a legal basis to do so, such as a contract.
You can ask to have your information moved to another provider (data portability)
You have the right to ask for your personal information to be given back to you or another service provider of your choice in a commonly used format. This is called data portability.
However, this only applies if we’re using your personal information with consent (not where we are processing your personal information for contractual, legal obligations or vital interests as a legal basis) and if decisions were made by a computer and not a human being.
It’s likely that data portability won’t apply to most of the services you receive from Millwood Designer Homes Limited.
How to tell us of a data breach
Millwood Designer Homes Limited takes responsibility to protect the personal information we hold about those with whom we work seriously. We are accountable for our processing and take necessary technical and operational steps to information security protections.
If you suspect your personal information or that of others may have been at risk of a data protection breach please tell us by using the breach notification link :
The above link has been made available to everyone with whom we deal so that customers, employees and supply chain processors can tell us without undue delay of potential or actual breach.
Where can I get advice?
If you have any questions about how your personal information is handled please contact our Data Protection Officer at email@example.com
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO)
Information Commissioner’s Office
Cheshire SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number. Alternatively visit ico.org.uk or email firstname.lastname@example.org.