Why we need you to give us information about yourself
This Privacy Notice lets you know how and why we collect and use your personal information. This includes what you tell us about yourself and what we might learn from others. This Privacy Notice explains how we do this and gives you information about your rights.
Your personal information is any information relating to you from which you can be identified. It includes your name and contact details, but also includes other information that is relevant to you such as a property you may be interested in.
We invite you to provide us with your personal information so we can keep you updated about developments or answer any enquiries. The law allows us to process information about you in this way to meet our ‘legitimate interests’ of keeping you informed.
If you are interested in buying a property or offering services to us then we use your information to enter into a contract with you. We will update this Notice with further information on our services or how to buy properties when these opportunities arise.
We may have to release your information if the law says we must, for example under a court order or where there are legal proceedings. We explain this in more detail in the rest of the policy which we hope you’ll read carefully.
YTL Developments (UK) Limited is owned by YTL Land and Property Limited.
We manage the development of the Filton Airfield on behalf of YTL Land and Property Limited.
YTL Developments (UK) Limited, as the company responsible for your personal information is the Data Controller. We are registered with the Information Commissioner’s Office under registration ZA230766.
If you have any concerns or an enquiry about how we use your personal information, you can contact our Data Protection Officer (DPO) using the details at the end of this Notice.
This Notice relates to the collection and use of the personal data of individuals, sole traders and individuals who are in business partnerships. It does not apply to information we collect or use in relation to companies or other corporate organisations.
This Notice applies to customers, contractors, suppliers, employees of contractors, visitors to our locations and website, individuals making general enquiries about our services, prospective employees, referees and other people whose details you provide us with.
What personal data do we collect about you?
We may collect and use your personal data in the following ways:
Information you give us. You can give us personal information when making an enquiry by filling in forms on our websites, including www.ytldevelopments.co.uk, www.ytlproperty.co.uk and www.brabazon.co.uk (our Sites) or by contacting us by phone, email or otherwise. This might be by registering to use our Sites, signing-up as a customer, paying us (through our Sites or otherwise), signing-up to or use a service, getting involved in discussion boards and other social media areas of our Sites or entering a competition, promotion or survey.
The information you give us may include:
- your name, address, email address, phone number;
- details and price-range of which properties are of interest to you;
- status of move (for example, first time buyer, house on market and details of the home you currently own);
- how you came to contact us; or
- further information necessary to assist with a specific enquiry.
If you decide to reserve and begin the process to purchase a home from us, we will take further information from you. This will include financial details about your ability to purchase, details we record from meetings and conversations with you and information about the sale of your current property (if relevant), as well as:
- who your solicitors and estate agents are, if you are using them;
- details of your new mortgage;
- details of any ‘Help to Buy’ scheme (or similar equity loan); and
- details about the sale of your present property.
During the conveyancing process, our conveyancers may share contracts and other documentation with your solicitors and use your information to progress the purchase of your new home including:
- recording terms of contracts and deposits/reservation fees;
- identifying sources of funds;
- keeping certified copies of your passport or driving licence and utility bill(s);
- carrying out checks against various registers to combat money laundering and fraud; and
- processing marriage and death certificates where succession of title needs to be proved.
If we ask to collect information which we need your consent to gather and use then we’ll tell you why we need this and ask for your agreement. We will also tell you how you can withdraw your agreement. If you are a supplier we will ask you to provide us with your personal information which we will use to contact you to discuss entering into a contract with you or the company you represent. If you are applying for a job with us then we’ll ask you to give us your personal details so we can use them in the recruitment process. Please see further in our section ‘If you are applying for a job with us’.
- Information we collect about you.
As well as you giving information to us, we may gather it when we are providing information or a service to you.
- Information we collect about you when you use our website.
Whenever you visit our site we may automatically collect the following information: technical information, including the internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; information about your visit, including the full uniform resource locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.
- Information we receive from others.
We will be working closely with a number of people or organisations we trust (including business partners, companies we use to provide technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies, debt recovery agencies) and may receive information about you from them.
How do we use your personal data?
We must have a lawful basis for processing your personal information. This may be where we need to use it:
- perform a contract with you or prepare to enter into a contract when you ask us;
- to process and complete the reservation and purchase contract once you have chosen to reserve and purchase a home or property from us; or
- to provide the warranties which cover a property purchased from us;
- comply with a legal obligation on us, such as;
- to notify utility suppliers and local authorities about purchases and sales of properties;
- to make sure our records are correct and up-to-date;
- to help catch anyone suspected of, or committing, money-laundering or fraud;
- to comply with something the law says we must do;
- pursue our legitimate interests (as long as they are not overridden by your data protection rights, interests and freedoms), for instance:
- to process and respond to requests, enquiries and complaints we receive from you;
- to contact you where you have expressed an interest in a specific property or area where we have properties available;
- to provide services if you ask us to; services include appointment bookings, viewings, requests for call-backs, keeping you informed about our developments, requests for brochures and registration of your account on our website;
- to provide you with customer services after you have purchased a property;
- to analyse trends and profiles;
- to carry out market analysis (on a non-personal basis);
- for audit purposes; and
- to carry out customer satisfaction research;
- do something that you have given us your specific and freely given consent to, for example:
- to recommend products and services that we believe will be of interest to you or contact you about offers or other marketing promotions; or
- to introduce you to solicitors or independent financial advisers for you to instruct.
In particular, we will use the information in the following ways:
- When you make an enquiry or register online We will use this information to respond to your enquiry. We may also use your contact information to let you know about developments, news, events or special offers which may be of interest to you as set out in section (b) below.
- When we wish to communicate with you When using our website, you may be given the option to receive occasional information on our developments, special deals and updates. We may contact you by telephone, SMS, email or post for this purpose. You can let us know your preferences by registering for an online account on our website. If you do not want to be contacted for this purpose, all emails will include information on how you can “unsubscribe”.
- When you reserve or purchase a home When you reserve a home, we will collect additional information from you in order to process your reservation fee, to issue a contract and to complete the sales process. During the sales process, we will use your information to keep in touch with you and inform you of progress with your purchase and the build status of your home. We will communicate with your solicitors and, with your permission, your independent financial advisor. We will also share your information with third parties as part of the purchase process. This will include managing agents/factors, NHBC and other warranty providers for whitegoods, our appointed solicitors and your appointed solicitor and, once you have purchased your home, sub-contractors or suppliers to carry out our post purchase customer services.
How do we share your personal data?
We will not share your personal data unless we need to as part of the services we provide to you or unless the law lets us do so. If we do have to share your information then we’ll keep it to a minimum required to let the person or organisation do what we’ve asked or as the law requires. We may need to share your information with other organisations as follows:
- If you reserve a property from us, we will share your personal information with estate and managing agents, financial and legal advisers and any relevant mortgage provider, the National House Building Council or other warranty provider, ‘Help To Buy’ and other equity loan scheme operators, utility providers and local authorities.
- We will, with your consent, pass your personal information to third parties, for example if you ask us to put you in contact with professional advisers.
- We sometimes use agents and service providers to process personal information on our behalf including to assist with marketing activity. We may use other companies to maintain our IT systems. Where we do so, we will ensure that they have adequate security measures in place to safeguard it.
- We may release your personal information to contractors who provide services to you or in relation to your property.
- Credit reference agencies and fraud prevention bodies.
- We will release your personal information when we’re required to do so for legal or regulatory purposes or as part of legal proceedings.
- We may need to disclose your information if we suspect or are made aware of money laundering.
- We may give information we hold about you to a third-party as part of the process of selling one or more of our businesses, in which case we may provide your information to a prospective buyer.
- We may share information with advertisers and advertising networks or other carefully selected partners that require the data to select and serve relevant adverts to you and others. We do not disclose information about identifiable individuals to our advertisers, but we may provide them with aggregate information about our users. We may also use such aggregate information to help advertisers reach the kind of audience they want to target. We may make use of the personal data we have collected from you to enable us to comply with our advertisers' wishes by displaying their advertisement to that target audience. We may disclose your personal data to third parties working on our behalf to help us improve our services and products, such as through focus group recruitment, exit interviews, or requesting feedback from you on your experiences following development visits.
- We share information with analytics and search engine providers that assist us in the making our site better and easier to find on the internet.
- We may transfer or share your information with other companies in the YTL group for the purposes we’ve explained. If we’re going to use it for something other than supplying services or for a reason you wouldn’t normally expect, then we will explain why by letting you know about the changes and, if we need your agreement, then we’ll check you are happy with this before we share it.
- We carry out customer satisfaction surveys through specialist companies who we ask to check what our customers think of the service and the purchase of your home we provide so we can act on the feedback to make our service better. If you do not want us to share your information with such companies, please let us know.
Where we store your personal data
All the information you give us is stored on our secure servers.
To get the best value for money when we improve our computer systems and websites, we may use the YTL Group’s IT development services and we also use YTL’s marketing support teams which are based outside of the European Economic Area. We will take proper steps to keep your information safe through European Union approved contracts and by making sure your information stays protected within our own UK security arrangements using high standards of encryption in any transfer.
Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data sent to us or our site by email; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent someone who doesn’t have our authority to access it.
How long we need to keep your information
If you are providing us with your details to be kept informed then we will keep them until we no longer need them for that purpose. If you enter into an agreement with us then we will keep your information for the period of time in which a legal claim could be brought which may vary according to the type of dispute. If you are a supplier and we enter into an agreement with you, we will keep your information for up to 18 years. If you purchase a home from us, we will retain your information for 12 years following your purchase. If you make an enquiry of us either personally or through a third-party we will retain your information for a period of 2 years from the date you last contacted us unless you ask us to delete it sooner.
If you are applying for a job with us
We will normally ask you to apply for a vacancy via our online recruitment system. During the recruitment process, the information you give us may include your name, age, contact details, details of your education, your employment history, emergency contact details, immigration status, financial information (if we need to carry out financial background checks), documentary evidence of your identity and national insurance number. You may decide to share other information with us if you think it is relevant to your application. Where appropriate and in accordance with UK laws, we may also collect information related to your health, diversity information or details of any criminal convictions which we will need your agreement to use.
If we ask to collect information which we need your consent to gather and use then we will:
- tell you why we need this
- ask for your agreement to use it
- tell you about how you can withdraw your agreement
We’ll let you know more about this if we need to ask you to give us such information.
Information we collect about you. As well as you giving us information, we may gather it from other organisations connected with your previous employment which hold it.
Information we receive from other sources about you and which we may share with them. Along with the information you may give us, we may gather information about you from other organisations or sources, such as in relation to your previous employment.
We may ask for a reference from a person you have given as a referee. We may also receive information about you from past employers, educational establishments, examining bodies and employment and recruitment consultants who contact us or whom we contact. We may obtain details about you from other third-party sources like ‘LinkedIn’ and other job-related websites and social networks and online channels.
How we use your information. We will use your personal data:
- to store your details;
- to contact you to process applications for roles and positions we advertise as current vacancies;
- to contact referees for references about you;
- to process, with your agreement, information about your health or details about criminal convictions if they are required for the role you have applied for.
How long we will keep your information as a candidate. If you accept an offer of employment with us, we will keep your information for as long as you are employed by us and for six years after that. If your application is unsuccessful or you do not accept an offer of employment then we will keep only your application and assessment information. We will keep this for six months and will then destroy it.
If you are a referee or contact
How we use your information if you are a referee or contact. We will use your personal data:
- to contact you if a candidate has given us your name as a referee so we can take up a reference; or
- to contact you if we have been provided with your details by a candidate as a contact in the event of an accident or emergency affecting them.
You have a series of rights concerning the information we hold about you. These are:
Your right of access - you have the right to request a copy of the personal information that we hold about you. Please email requests to firstname.lastname@example.org or contact the Data Protection Officer using the details at the end of this Notice. We have a calendar month to respond to your request for information. If we need more information to process your request, we will contact you to let you know.
Your right to erasure – customers who are individuals have the right to request that their personal information is deleted where there is no longer a legitimate purpose for it being processed. If, for instance, we need to keep it to perform our contractual or legal obligations or those of a third party then we will be unable to erase it. Whilst we will make every effort to anonymise or delete the personal data you give us, due to the nature of electronically held records, we cannot guarantee removal of every trace. We will retain information of the request to delete your information whether the information is erased or not.
Your right to restrict processing – you have the right to ask us to restrict or suppress our use of your personal data. If we agree that we should stop processing it, we will still hold it but will not use it.
Your right to rectification - it is important that the information we are holding is accurate and up to date so if you think any of your information is incorrect or needs updating then let us know and we will correct it as soon as we can.
Your right to object – if you don’t want us to use your personal information any more then you can ask us to stop using it. Please bear in mind though that if we need it to provide services to you we may need to keep your data for a certain amount of time as we’ve explained above. You can also ask us not to use your personal data for marketing purposes. You can exercise this right at any time by contacting us at email@example.com or by contacting our Data Protection Officer using the details at the end of this Notice.
Your right to information about automated decision making - if a human being isn’t involved in making a decision using your information and it’s done automatically, then you can ask us about how the decision is made.
Your right to data portability – you have the right to ask us to give you a copy of the personal information you have provided to us in a structured, commonly used and machine-readable form.
With respect to certain rights, we may ask for a copy of your passport or driving licence and for a copy of a document that shows your address before we can respond to a request.
Links to other websites
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy notices or policies and that we do not accept any responsibility or liability for these notices. Please check these notices before you submit any personal data to these websites.
Changes to our privacy notice
We will update this Notice from time to time to keep you informed of any changes to the ways in which we use your personal data. Any changes we may make to our Notice will be posted on our site and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to this Notice.
CCTV and capturing images
Our corporate office locations and development sites (including car parks) may be monitored by CCTV and if you visit your image may be recorded for security purposes. We use signs to confirm where a CCTV system is used. Images are retained for 14 days and then deleted.
If you’re not happy with the way we’ve dealt with your information or your rights then please let us know by contacting us as below. If you remain unhappy with our response then you can ask the Information Commissioner’s Office to look into what we’ve done. They can be reached at ico.org.uk or by phone on 0303 123 1113.
Questions, comments and requests regarding this privacy notice are welcomed and should be emailed to firstname.lastname@example.org or please write to:The Data Protection Officer
Wessex Water Operations Centre
Claverton Down Road