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Privacy Policy Freedom Homes Ltd.

Introduction

Freedom Homes Ltd ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you interact with us through our website, services, or other channels.

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1. Who We Are

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Freedom Homes Ltd is a property management company that collects and processes personal data to provide our services. We act as a Data Controller under the General Data Protection Regulation (GDPR).

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2. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact:

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3. What Data We Collect

We may collect and process the following categories of personal data:

  • Full Names

  • Phone Numbers

  • Email Addresses

  • Date of Birth

  • Employment Information (including Job Title and Salary)

  • Next of Kin Details

  • Guarantor Information (if required)

  • CCJs or Adverse Credit Information

  • Enquiry Details (e.g., property viewing requests)

  • Booking Information

  • Communication Records

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4. How We Collect Your Data

We collect personal data from you when you:

  • Make an enquiry through our website, phone, or email

  • Book a property viewing

  • Interact with us via social media platforms (e.g., Facebook, Spareroom, Rightmove, Zoopla)

  • Fill out forms on our website

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5. How We Use Your Data

We use your personal data for the following purposes:

  • Communication: To contact you regarding enquiries, tenancy matters, or other relevant information.

  • Tenant Referencing: To assess your suitability for a property, including conducting affordability checks through third-party referencing companies.

  • Booking Services: To manage appointments and property viewings.

  • Compliance: To fulfil legal and regulatory obligations, including sharing data with local authorities, debt collectors, and law enforcement if required.

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6. Lawful Basis for Processing Your Data

We process your personal data based on the following lawful bases under GDPR:

  • Contractual Necessity: To perform our contractual obligations to you, such as tenancy agreements.

  • Legal Obligation: To comply with our legal obligations.

  • Legitimate Interests: To pursue our legitimate business interests, provided they are not overridden by your rights.

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7. Data Sharing and Third Parties

We may share your data with third parties in the following circumstances:

  • Referencing Companies: To validate tenant suitability and affordability (acting as separate data controllers).

  • Virtual Assistants: To manage enquiries, book viewings, and handle related communications (acting as separate data controllers).

  • Governing Bodies: Including local authorities, debt collectors, and law enforcement agencies, when legally required.

We ensure that all third parties we work with adhere to GDPR standards and have appropriate data protection measures in place.

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8. Data Retention

We retain your personal data only for as long as necessary for the purposes for which it was collected or as required by law:

  • Tenants: Personal data is retained indefinitely and archived once the tenancy ends, in compliance with legal obligations and for potential future legal claims.

  • Enquiries: Data from enquiries that do not progress to tenancy are archived and kept in line with our data retention schedule, after which it will be securely deleted.

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9. Your Rights Under GDPR

As a data subject under GDPR, you have the following rights:

  • Right of Access: You can request access to the personal data we hold about you.

  • Right to Rectification: You can request corrections to any inaccurate or incomplete personal data.

  • Right to Erasure (Right to be Forgotten): You can request the deletion of your personal data where it is no longer necessary, or if you withdraw consent or object to the processing.

  • Right to Restriction of Processing: You can request that we restrict the processing of your personal data under certain circumstances.

  • Right to Data Portability: You can request a copy of your personal data in a structured, commonly used, and machine-readable format and have it transferred to another controller where applicable.

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To exercise any of these rights, please contact Amy Shearing at amy@freedomhomesltd.com. We will respond to your request within one month, as required by GDPR.

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10. Data Security

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, accidental loss, destruction, or damage. This includes:

  • Encryption: Your data is encrypted both in transit and at rest.

  • Access Controls: Only authorised personnel have access to your personal data.

  • Regular Audits: We regularly audit our data protection practices to ensure compliance with GDPR and identify potential risks.

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11. Data Breach Notification

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of the breach. If the breach is likely to result in a high risk to you, we will also inform you without undue delay.

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12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or GDPR requirements. Any updates will be posted on this page and, where appropriate, notified to you by email.

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13. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

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