Privacy Policy
Privacy Policy
Advance Northumberland Limited Privacy Notice
1. Introduction:
Everyone working for the Advance Northumberland Group of Companies (Advance Northumberland) has a legal duty to keep and process information about you in accordance with the law. This Privacy Notice aims to explain why we ask for your personal information, how that information will be used and how you can access your records. The Advance Northumberland Group of Companies are:
Advance Northumberland Limited
Advance Northumberland (Housing) Limited
Advance Northumberland (Commercial) Limited
Advance Northumberland (Developments) Limited
Advance Northumberland (Projects) Limited
Advance Northumberland Limited keeps centralised detailed internal records of all data held and processed within an Information Asset Register and maintains a Record of Processing Activity on behalf of the Group of Companies. We keep records that are written down (manual records), in hard copy, and ones kept in electronic files, including a finance database. We have set out general information below, applicable to all Companies (referred to from here as Advance Northumberland), followed by any specific processing by individual business activities.
2. Contacts at Advance Northumberland:
The Data Controller at Advance Northumberland is the Chief Executive Officer.
The Data Processor is the Head of Business Transformation.
Both can be contacted at Wansbeck Workspace, Rotary Parkway, Ashington, Northumberland, NE63 8QZ or by emailing dpo@advancenorthumberland.co.uk or by calling 01670 528400.
3. Why is information recorded about me?
We use data to enable us to provide you with information about our products, services and works, and / or to deliver these same products, services and works to you. Using your information allows us to work effectively, efficiently and, where applicable, to meet any associated statutory responsibilities.
These records may include the following types of information:
(This list is intended to be indicative, not prescriptive)
Basic details about you, for example your name, your business name and address, your telephone number/s and email addresses.
Unique identifiers, such as your home address, national insurance number or date of birth.
Your gender and nationality.
Your bank details, your income, your employment status.
Copies of your leases or tenancy agreements, current and historic.
Copies of your service charges, current and historic.
Copies of insurance certificates, accreditations, training certificates.
Copies of quotations and tenders submitted to Advance Northumberland.
Copies of information used to validate your identity.
Contact we have had with you, for example, records of meetings with Advance Northumberland staff and copies of other correspondence.
Internal company notes and reports about your relevant circumstances.
CCTV images and data with access control and security systems.
IP addresses within our IT infrastructure.
4. What is the information used for, and how is it processed?
Your information could be processed to enter into a legal contract with you, the legal basis is set out in Article 6(1) (b) which states processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract. This could include:
A tenancy agreement or lease for the occupation of commercial or residential space.
An agreement for services, such as meeting rooms or Virtual Office.
An agreement for project management services.
An agreement for design services or construction works.
A contract to purchase a new home, and associated extras from Ascent Homes.
A contract relating to business support services.
An assessment of suitability to undertake services or works on our behalf and become a supplier, Contractor or Approved Contractor.
Your information could also be processed based on legitimate interests, the legal basis for this is set out in Article 6(1) (f) which states processing is necessary for the purposes of legitimate interests pursued by the Controller or by a third party:
CCTV, monitoring and all security systems to keep our premises safe.
IP Addresses and network monitoring to ensure we maintain a secure infrastructure and provide secure IT services to customers.
Finance information relating to purchase orders, purchase invoices, debt recovery and the general processing activities of the Company’s finance function.
Planning consents and utility installations for residential development schemes.
Your information could also be processed based on your consent, the legal basis for this is set out in Article 6(1) (a) Consent of the Data Subject where you have provided consent for processing for one or more specific purposes:
To receive information on products and services.
To receive invitations to events.
To receive updates regarding services and products you already receive from us.
To register to become and continue to work as a Contractor, an Approved Contractor or a Supplier where the processing includes personal data (not just Company data).
4.1 Additional Information and Processing for specific Companies:
Electronic signatures and documentation: Throughout our business we utilise software to enable electronic signatures. We have procured an established, reputable and reliable product to enable this. We use DocuSign to finalise agreements relating to leases, tenancies, service agreements and other contracts. Where this is used, you will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you.
Hard Copy documentation: you may elect to receive paper documentation only in your dealings with us; however, to do this, you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically. If you elect to receive required documentation only in paper format, it will slow the speed at which we can complete certain steps of transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of documentation.
4.1.1 Advance Northumberland Commercial Limited, including Managed Workspace.
Access Control Systems and CCTV (fixed) : We have permanent CCTV systems recording external and internal images at the sites specified below. These are used for retrospective review only; they are not actively monitored. The systems record images to a local hard drive. These retain images for up to 31 days and then the information is recorded over permanently and is not retrievable.
Grasmere Way.
Ashington Workspace.
Ashington Workspace Industrial Units.
Blyth Workspace.
Berwick Workspace.
Wansbeck Business Park including Esther Court, Ashington Court and the remainder of the Business Park.
Green Lane Workshops.
Merchant Court.
Ashwood Business Park.
Wansbeck Network Centre.
Nelson Park Network Centre (Cramlington).
Advance Northumberland Limited Head Office.
Advance Northumberland outsource security management at some, but not all, commercial estates. Where security is outsourced, this would include the processing of CCTV data. The estates highlighted in bold above are currently outsourced. If you do not want security information processed by a third-party, you should not apply for premises on these commercial estates. Our commercial property team will be able to provide details of this at the time of application.
Access Control Systems and CCTV (temporary) : We have temporary CCTV and security systems monitoring sites during periods of construction works. At practical completion of the construction phase, the monitoring will cease.
Credit Checks: to create the contract, we use Credit Safe UK to carry out a credit check. You will be asked to sign a consent form for this as part of our application process. Credit Safe have their own Privacy Policy, which is available via their website. If you do not want to provide us with information or consent you should not use our services.
IT Services: Advance Northumberland outsource management of the IT infrastructure in our commercial premises to a third party, so details of any internet connections you require would be provided to this company.
Maintenance: Advance Northumberland outsource aspects of repairs and maintenance to Approved Contractors. Where a Contractor is undertaking work on our behalf, your details (name, address and contact number) will be shared with them. Our Contractor will engage with you directly on our behalf for the duration of your lease.
Payment portal: Advance Northumberland Commercial use Stripe, an online payment platform to process payments made by credit or debit cards. The customer is responsible for the data entry of their card information, and the Company has access to transaction data and this could include personal data (name, address, tenancy numbers), as entered by the customer, but for clarity card details are encrypted.
Service Charges: Advance Northumberland outsource the management of service charges to third-party agents, where this is the case, your details, including a copy of the contract you have signed will be shared with them. Our agent will engage with you directly on our behalf for the duration of your lease. If you do not want information passed to a third-party company to manage service charges, you should not apply for premises on these commercial estates. Our commercial property team will be able to provide details of this at the time of application.
4.1.2 Advance Northumberland Developments Limited and Advance Northumberland Projects Limited.
Access Control Systems and CCTV (temporary) : We have temporary CCTV and security systems monitoring sites during periods of construction works. At practical completion of the construction phase, the monitoring will cease.
4.1.3 Advance Northumberland (Housing) Limited
Council Tax: where applicable, we will confirm dates of occupation to the Local Authority for the calculation of Council Tax charges, as set out in the Tenancy Agreement
Debt Collection Agencies: where applicable, we will confirm dates of occupation and outstanding charges to debt recovery agencies, as set out in the Tenancy Agreement.
Income status: where no payslips or contracts of employment are included within your tenancy application, we will seek to verify proof of income.
Maintenance: Advance Northumberland Homes outsource aspects of repairs and maintenance to Approved Contractors. Where a Contractor is undertaking work on our behalf, your details (name, address and contact number) will be shared with them. Our Contractor will engage with you directly on our behalf for the duration of your tenancy.
Payment portal: Advance Northumberland Homes use Stripe, an online payment platform to process payments made by credit or debit cards. The customer is responsible for the data entry of their card information, and the Company has access to transaction data and this could include personal data (name, address, tenancy numbers), as entered by the customer, but for clarity card details are encrypted.
Tenancy References: where applicable, we seek to verify previous addresses with former landlords and / or the National Landlord’s Association.
Utility Companies: where applicable, we will confirm dates of occupation to utility providers for the calculation of charges, as set out in the Tenancy Agreement.
4.1.4 Ascent Homes
Estate Agents and Financial Advisors: where appropriate consents are in place, customer information is shared with estate agents and financial advisors relevant to the sale transaction to enable contracts to be exchanged and the contract to complete.
Law Firms: Ascent Homes use a nominated law firm to complete all sale transactions. Your reservation form and details of purchase will be shared to enable contracts to be exchanged and the contract to complete.
Marketing and Enquiries: Advance Northumberland outsource aspects of marketing and enquiry generation to external suppliers. Where this relates to the website and social media, customer data (name, contact details and properties of interest) would be visible to the nominated Marketing Agency.
Management Companies: Upon completion of a residential development scheme, Ascent Homes complete a handover to a Management Company. Details of this would be communicated to all owner occupiers at the time. Confirmation of individual property owners is passed to the Management Company at handover.
Payment portal: Advance Northumberland Developments, trading as Ascent Homes, use Stripe, an online payment platform to process payments made by credit or debit cards. The customer is responsible for the data entry of their card information, and the Company has access to transaction data and this could include personal data (name, address, tenancy numbers), as entered by the customer, but for clarity card details are encrypted.
Snagging and Maintenance: Advance Northumberland outsource aspects of snagging and maintenance to Approved Contractors. Where a Contractor is undertaking work on our behalf, your details (name, address and contact number) will be shared with them. Our Contractor will engage with you directly on our behalf for the works.
5. How long is the information used for?
All processing will be necessary, lawful and kept to a minimum.
Where we are processing data for the performance of a contact your details will be kept for the duration of the contract and then archived as per our Document Retention Policy
Where we are processing data for legitimate interests your details will be kept for the duration of the interest and then archived as per our Document Retention Policy.
Where we are processing data with your consent, this will be processed until your consent is withdrawn, or where the need for processing no longer exists within the business.
6. Sharing your information
Anyone who receives information from us has a legal duty to keep it confidential and comply with all relevant Data Protection Legislation and UK GDPR.
We are required by law to report certain information to appropriate authorities, for example:
If requested by the police or for any legal proceedings.
Where a formal court order has been issued.
Where we encounter infectious diseases, which may be a public health concern.
Where the health and safety of others is at risk.
6.1 Other occasions when your information needs to be disclosed (shared) include:
There are details within this Privacy Notice of where we use third parties to deliver our products, services and works. When other suppliers are involved in the delivery of our products, services or works we may need to share details about you to enable us to work together. Information will only be shared with third parties if they have genuine and lawful need for it.
6.2 Partner organisations and others who receive information about you
Contractors, Suppliers, Approved Contractors to facilitate reactive or planned maintenance works at your commercial premises or home.
Approved Contractors to facilitate internet connections to your commercial premises (if you request one).
Service Charge Agents for commercial premises.
Management Companies for residential developments.
Approved Contractors for our live development sites, including all aspects of security and monitoring.
Data could be shared for the purpose of economic and or regeneration related research carried out by our shareholder (Northumberland County Council). Data would be for their internal use only, and no identifiable information would be placed in the public domain.
External funders where our projects have been in receipt of grant funding.
External Legal Advisors to complete the legal transactions related to property sale and purchase.
Local Authorities for data relating to statutory charges: Council Tax and Business Rates.
Utility Companies for data relating to outstanding charges.
Our Approved Contractors, Service Charge Agents, Management Companies, live development sites and other suppliers can be requested from our Head Office using the dpo@advancenorthumberland.co.uk email address or asking for the Data Processor.
6.3 Information Shared outside of the European Economic Area (EEA)
Data will typically be stored and processed within the European Economic Area (EEA) and will not be shared with overseas recipients. However, some of the services we use could mean that your data may be transferred to and stored at, a destination outside the EEA. In such cases the provider must operate under the EU Binding Corporate Rules arrangement for data protection.
The Privacy Policy of Credit Safe UK states that information could be shared outside of the European Economic Area (EEA), but that any parties processing personal data would be compliant with UK law.
The National Landlord’s Association state that information could be shared outside of the European Economic Area (EEA), but that any parties processing personal data would be compliant with UK law.
7. Can I see my records?
The UK General Data Protection Regulation allows you to find out what information is held about you, on paper and computer records. This is known as ‘right of subject access’ and applies to your records with Advance Northumberland Commercial Limited, along with all other personal records we hold.
If you wish to see a copy of your records you should submit a Subject Access Request directly to The Data Processor at Wansbeck Workspace, Rotary Parkway, Ashington, Northumberland, NE63 8QZ or by emailing dpo@advancenorthumberland.co.uk or by calling 01670 528400. You are entitled to receive a copy of your records free of charge, within a month. In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.
8. Do I have Other Rights?
Data Protection laws give you the right:
To be informed why, where and how we use your information.
To ask for access to your information.
To ask for information to be corrected if inaccurate or incomplete.
To ask for your information to be deleted or removed where there is no need for us to continue processing it.
To ask us to restrict the use of your information.
To ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information.
To object to how your information is used.
To challenge any decisions made without human intervention (automated decision making).
To lodge a complaint with the Information Commissioner’s Office whose contact details are below.
If our processing is based upon your consent, to withdraw your consent.
9. Further information
If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described in this notice, please tell us. Please contact the Data Processor on 01670 528400 or at email address dpo@advancenorthumberland.co.uk
Details of the Information Commissioner can be found at: https://ico.org.uk/
