Privacy Policy

Mulberry Homes Yorkshire Ltd Privacy Policy

V2.3 June 2024

This Privacy Policy was updated on 6th June 2024.

Mulberry Homes Yorkshire Limited ("we") is committed to protecting and respecting your privacy. This privacy policy will inform you as to how we look after your personal data when you enquire or apply for a property.  The policy will tell you about your privacy rights and how the law protects you.  Mulberry Homes Yorkshire Limited is a wholly owned subsidiary of Broadacres Housing Association Limited.

This privacy notice is provided in a layered format so you can click through to the specific areas as set out below.

1. Purpose of this privacy policy
2. Who are we and our Data Protection Officer
3. Personal information we may collect about you
4. How is your information collected?
5. How and why we use your information
6. Marketing
7. Change of purpose
8. Sharing your information with third parties
9. Where we store your information and transfers
10. Data retention
11. Your legal rights
12. Contact and complaints

1. Purpose of this privacy policy

This policy aims to give you information about how we collect and process your personal data.  Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

It is important that you read this privacy policy together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy policy supplements the other notices and is not intended to override them.

We may update this privacy policy at any time. We display a date at the top of this privacy policy so that you will know when there has been a change. You should check this webpage on a regular basis for our most current privacy practices.

2. Who are we and our Data Protection Officer

We are Mulberry Homes Yorkshire Limited, a wholly owned subsidiary of Broadacres Housing Association Limited.  We develop, market, and sell residential properties.

Mulberry Homes Yorkshire Limited is a “data controller” in respect of the information we hold about you. This means that we are responsible for deciding how we use your personal information. We are registered as a data controller with the Information Commissioner's Office (the ICO) with registration number: ZA827351.

The person responsible for data protection at Mulberry Homes Yorkshire Limited is our Data Protection Officer. If you have any concerns or questions about our use of your personal data, or any requests to exercise your legal rights, you can contact our Data Protection Officer as follows:

Email - dataprotection@broadacres.org.uk

3. Personnal Information we may collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). 

We may collect the following types of personal data from you which we have grouped together as follows:

• Personal details about you and any person who will jointly be part of the property purchase: such as name, address, email address, telephone number(s) and any other contact details you provide to use during our communications;
• Financial information: such as proof of funds or mortgage promise;
• Information relating to the property purchase: property details, price, incentives offered, solicitor details and estate agent details where there is a chain involved; and
• Information to verify your identity when logging onto the Homematch platform, including name and e-mail address;
• Your feedback: including survey responses and complaints raised; and
• Your communication preferences: in respect of marketing activity.
• Personal details about you where you are selling land to us or purchasing land from us: such as name, address, email address and telephone number(s)
• Personal details of supplier contacts, including name and email address.
• Technical data: your IP address, operating system, and browser type for system administration purposes and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns and does not identify any individual. We may also collect traffic data, location data, weblogs, and other communication data, whether this is required for our own billing purposes or otherwise and the website resources that you access;
• Usage data: such as information about how you use our website;
• Automated technologies or interactions. As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our Cookies Policy for further details  - Cookies link

4. How is your information collected?

The above information which we collect about you will be obtained through a variety of sources which may include:

• from you directly: as part of a property enquiry, property application, provision of feedback or in communications with you.
• from third parties: such as estate agents or solicitors involved in the sale and purchase of the property, online advertising (such as Zoopla, Rightmove and New Homes), third party development contractors, and landowners.
• from Broadacres Housing Association: where you ring the contact centre (calls are recorded).

5.    How and why we use your information

We use your personal data in the following ways and for the following purposes:

Why we use your information	Our lawful basis for using your information
To manage our relationship with you which will include: To handle your sales enquiry or brochure request To process your reservation. To process your application for a new home To confirm your ability to proceed with the purchase To progress your property purchase through to completion, and handover of your new home. To contact you as your purchase progresses.	6(f) Legitimate interests to respond to your enquiry or administer viewing our properties. 6 (b) To take steps at request of individual prior to entering into a contract.
In the handling of feedback or complaints from you. Dealing with defects relating to your property	6 (b) Performance of a contract 6 (f) Legitimate interests: It is necessary for our legitimate interests to help improve the service that we offer.
To send you details of properties we have for sale or events we are holding (direct marketing) that you may be interested in.	6 (a) Consent.
To comply with our legal obligations such as to prevent fraud	6 (c) Legal obligations: It is necessary to meet our legal obligations.
To process the purchase and sale of land from/to individuals	6 (b) To take steps at request of individual prior to entering into a contract. 6 (f) Legitimate interests: It is necessary that we communicate with specific contacts to progress the purchase/sale. 6(1)(c)  Legal obligations: It is necessary to meet legal / regulatory obligations.
Communicating with our suppliers and professional representatives (e.g. estate agents), including general contract management.	6(1)(b)  Contract: It is necessary in order for us to perform our contract with you. 6(1)(f)  Legitimate interests: It is necessary for our legitimate interests where they are not overridden by your rights.
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	6(1)(f)  Legitimate interests: It is necessary for our legitimate interests where they are not overridden by your rights.  (For running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business re-organisation or group restructuring exercise) 6(1)(c)  Legal obligations: It is necessary to meet our legal obligations.
To use data analytics to improve our website to ensure that content from our website is presented in the most effective manner for you and for your device;	6(1)(f)  Legitimate interests: It is necessary for our legitimate interests where they are not overridden by your rights. (To define types of customers for our products and services, to keep our website updated and relevant).

6. Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing.

We may process your personal data to send you marketing by electronic means, but we will only do this if you have consented to such marketing. You may opt out of receiving such marketing at any point by clicking the unsubscribe link at the bottom of any such emails or by contacting us by any of the methods detailed in section 12 below.

We will not sell our marketing data to third parties without your consent.

We may process your personal data to send you marketing by electronic means, but we will only do this if you have conesnted to such marketing. You may opt out of receiving such marketing at any point by clicking the unsubscribe link at the bottom of any such emails or by contacting us by any of the methods detailed in section 12 below.

We will not sell our marketing data to third parties without your consent.

7. Change of purpose

8. Sharing your information with third parties

We will share your personal information with third parties where required by law, where it is necessary to administer our relationship with you or where we have another legitimate interest in doing so.

Some “third parties” are service providers (including contractors and designated agents) carrying out activities on our behalf.  Other third parties will be “data controllers” in their own right. This means that they are not required to act on our instructions, and they are solely responsible for ensuring that they comply with the law when using your personal data.  We are not responsible for their use of your data if we are acting lawfully whenever we share your data with them.

We may disclose or share your personal information with the parties set out below:

• Third party contractors and service providers who perform services on our behalf, such as the supplier of our HouseBuilder Pro system used to administer the sales process.
• Professional advisors including solicitors or estate agencies who are assisting with the sale and purchase of properties, and our internal and external auditors.
• Broadacres Housing Association, for example to handle complaints or property defects.
• Relevant developer for purposes of resolution of defects.
• Service providers who provide IT and system administration services;
• Third parties where we are under a duty to disclose or share your personal data in order to comply with any legal obligation; or to protect the rights, property, or safety of Mulberry Homes Yorkshire Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection.

9. Where we store your information and transfers

We store your personal data on our servers which are located within the United Kingdom (UK), however we may need to transfer data outside the UK as a result of some of the service providers we use. Before we transfer your personal data outside of the UK, we will ensure that there is adequate protection in place to ensure the security of your data. Please ask us if you would like to see a copy of these agreements with third parties in respect of data transfers.

10. Data retention

collected it for, including for the purpose of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. We will retain your information as follows:

Document type	Retention period
Property Enquiries	3 months from date of enquiry
Property Applications	If unsuccessful 3 months from date of decision If successful 12 months from completion
Completion documents, including memorandum of sale, completion statement, snagging, new home demo and key release	24 months from date of completion (aligned to defects period)
Customer journey paperwork	24 months from date of completion (aligned to defects period)
Customer feedback surveys	7 years from completion
Complaints	6 years after end of relationship

 11. Your legal rights

Under certain circumstances, by law you have the right to:

• Right to access to your personal information (commonly known as a “subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information we hold about you. If you discover that the information, we hold about you is incorrect or out of date, you may ask us to correct that information.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes. Where we process your data on the basis that you have consented to such processing, you have the right to withdraw your consent at any time by unsubscribing from emails we send to you or contacting us. You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it. 
• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us by writing to us at: Data Protection Officer, Mulberry Homes Yorkshire Limited, Broadacres House, Mount View, Standard Way, Northallerton, North Yorkshire, DL6 2YD or email us at dataprotection@broadacres.org.uk. We may request proof of your identity before sharing such information with you.

12. Contact and complaints

If you have any questions, would like to exercise any of your rights or make a complaint, please contact us by writing to us at: Data Protection Officer, Mulberry Homes Yorkshire Limited, Broadacres House, Mount View, Standard Way, Northallerton, North Yorkshire, DL6 2YD or email us at dataprotection@broadacres.org.uk or call us on 01609 767900.

If we are unable to resolve your complaint you may contact the Information Commissioner's Office at the Exchange Tower, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF; telephone number: 0303 123 1113.

13. Other websites

This privacy policy only relates to Mulberry Homes Yorkshire Limited and our website. Our website 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 policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.