- Carrying out initial identity and credit checks in relation to assessing your application for a residential membership with Noiascape.
- Assessing your status under the Right to Rent government regulations in England.
- Providing you with lettings, management and other services.
- Your use of our website, application or resident chat group.
- Your attendance at any Noiascape social event.
- Your use of our digital door entry systems.
- Information that may be captured by our external and internal CTTV systems.
- All forms of communication between you and Noiascape including via phone, email, post, mobile applications, or any social media platforms.
Important information and who we are
- Full name of legal entity: Noiascape Ltd
- Email address: [email protected]
- Postal address: Noiascape Ltd, Batchworth House, Batchworth Place, Church Street, Rickmansworth, Herts, WD3 1JE
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. For more information please visit the Information Commissioner’s Office’s website at https://ico.org.uk/make-a-complaint/, call them on 0303 123 1113, or start a live chat on their website.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
The data we 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).
The personal data we collect about you depends on whether you are a prospective resident, a member or a former member of Noiascape.
We may collect and use the following personal data about you if you are a prospective resident:
- Your name and contact details, including address, email address, telephone number and social media contacts
- Your date of birth
- Your gender
- Your occupation and employer details, including email and contact details of the employer
- Your educational qualifications and university attended
- Dates for when a space is being requested for
- Previous residential address
- Previous voting locations via voting registration logs
- Your nationality
- Payment card details
- Information about how you use our website, IT, communication and other systems.
- Information from third party service providers following reference checks, such as financial and credit related information, bank account information, information related to employment, bankruptcy and criminal records.
- Any health issues that are communicated to us so we find the most appropriate type of living space that suits your personal preferences and needs and also to ensure we can support you during your living experience with Noiascape.
We may collect and use the following additional personal data about you if you are a member of Noiascape:
- A log of information showing when members enter and leave the building obtained from the digital key issued to the phones of members
- Details as to your next of kin, including name, relationship and contact details
- Details of how long you have lived with Noiascape, property types you have rented from Noiascape, rents you have paid to Noiascape and services you have used
- CCTV footage from communal spaces and entry points of the rented building/ premises
- Information that shows your attendance of Noia Social events
- Information you provided during calls with our Operations Teams
- Information from the use of the resident chat group
- Information and content from WhatsApp house chat groups members agree to join for the purposes of internal communication within the building
- Photos, testimonials or video footage (where applicable).
We may continue to use the following personal data about you if you are a former member:
- Your name and contact details.
We collect and use this personal data for the purposes described in the section ‘4. How and why we use your personal data’ below. If you do not provide personal data we ask for, it may delay or prevent us from providing our services to you.
If you fail to provide personal data
Where we need to collect personal data by law or for the purpose of a contract with you and you fail to provide that personal data when requested, we may not be able to enter into a contract with you or perform that contract. In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How your personal data is collected
We collect most of this personal data directly from you—in person, by filling out forms, by telephone, text or email and via our website. However, we may also collect information:
- from publicly accessible sources, e.g. Companies House, the open electoral register or HM Land Registry;
- directly from a third party, e.g.:
- sanctions screening providers;
- credit reference agencies; and customer due diligence providers.
- via our CCTV and door entry systems and reception logs.
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, e.g.:
- for the performance of a contract with you or to take steps at your request before entering into a contract;
- to comply with our legal and regulatory obligations;
- for our legitimate interests or those of a third party; or
- where you have given consent.
A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.
Where we need your consent to hold your information we will ask you to confirm your consent in writing and we will inform you why we are collecting the information, how we will use it, the length of time it is kept for, who else will have access to it and what your rights are. Where we do rely on consent you have the right to change your decision and withdraw that consent at all times by writing to us at the noted address. If you withdraw your consent we will immediately cease using any personal information obtained and processed under that consent unless we have some other legal obligation to continue to use it.
The table below explains what we use your personal data for and why.
|What we use your personal data for||Our reasons|
Providing our services to you
To perform our contract with you or to take steps at your request before entering into a contract
Preventing and detecting fraud against you or us
For our legitimate interest, i.e. to minimise fraud that could be damaging for you and/or us
Conducting checks to identify our customers and verify their identity screening for financial and other sanctions or embargoes other activities necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety law or rules issued by our professional regulator
To comply with our legal and regulatory obligations
To enforce legal rights or defend or undertake legal proceedings
Depending on the circumstances:-to comply with our legal and regulatory obligations;-in other cases, for our legitimate interests, i.e. to protect our business, interests and rights
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies
To comply with our legal and regulatory obligations
Ensuring business policies are adhered to, e.g. policies covering security and internet use
For our legitimate interests, i.e. to make sure we are following our own internal procedures so we can deliver the best service to you
Operational reasons, such as improving efficiency, training and quality control
For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Ensuring the confidentiality of commercially sensitive information
Depending on the circumstances:– for our legitimate interests, i.e. to protect trade secrets and other commercially valuable information;– to comply with our legal and regulatory obligations
Statistical analysis to help us manage our business, e.g. in relation to e.g. our customer base, product range or other efficiency measures
For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Preventing unauthorised access and modifications to systems
Depending on the circumstances:-for our legitimate interests, i.e. to prevent and detect criminal activity that could be damaging for you and/or us;-to comply with our legal and regulatory obligations
Protecting the security of systems and data used to provide the services
To comply with our legal and regulatory obligations we may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, i.e. to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
Updating and enhancing customer records
Depending on the circumstances:-to perform our contract with you or to take steps at your request before entering into a contract;-to comply with our legal and regulatory obligations;-for our legitimate interests, e.g. making sure that we can keep in touch with our customers about existing orders and new products
To comply with our legal and regulatory obligations
Ensuring safe working practices, staff administration and assessments
Depending on the circumstances:-to comply with our legal and regulatory obligations;-for our legitimate interests, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you
Marketing and advertising our services and those of selected third parties to:-existing and former customers; -third parties who have previously expressed an interest in our services;-third parties with whom we have had no previous dealings.
For our legitimate interests, i.e. to promote our business to existing and former customers
Reference checks via external reference agencies
For our legitimate interests, i.e. to ensure our customers are likely to be able to pay for our products and services and whether our customers are suitable for our properties
External audits and quality checks, e.g. for ISO or Investors in People accreditation and the audit of our accounts to the extent not covered by ‘activities necessary to comply with legal and regulatory obligations’ above
Depending on the circumstances:-for our legitimate interests, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards;-to comply with our legal and regulatory obligations
To share your personal data with our affiliated companies and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency in such cases information will be anonymised where possible and only shared where necessary
Depending on the circumstances:-to comply with our legal and regulatory obligations;-in other cases, for our legitimate interests, ie to protect, realise or grow the value in our business and assets
Depending on the circumstances:-to perform our contract with you;-to comply with our legal and regulatory obligations
We may collect, collate and investigate information in order to assess complaints or in the case where damage or loss has been suffered.
Special category data
Certain personal data we collect is treated as a special category to which additional protections apply under data protection law:
- your nationality in certain circumstances
- any health information you have shared with us
- information about criminal convictions and offences (if any).
We may collect other special categories of personal data about you, which may include details about your race or ethnicity, information about your health, and genetic and biometric data.
Where we process special category personal data, we will only do so if permitted by law, which may include instances where:
- we have a legal obligation or right to do so;
- we have obtained your explicit consent;
- the processing is necessary to protect you (or someone else’s) vital interests where you are physically or legally incapable of giving consent; or
- the processing is necessary to establish, exercise or defend legal claims.
We may use your personal information to form a view on what we think may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
We may use your personal data to send you updates (by email, text message, telephone or post) about our services, including exclusive offers, promotions, social events or events and services offered by select third party providers.
We have a legitimate interest in using your personal data for marketing purposes. This means we do not usually need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
You have the right to opt out of receiving marketing communications at any time by contacting us at [email protected].
We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell it with other organisations for marketing purposes.
We may use photos of social events taken by members and shared in WhatsApp house chat groups to be featured on our website or to be posted as a social message on our social media platforms. We may also share such photos with other members. We will always ask for your prior consent before we do this.
We may ask you if you would like to be featured in our marketing material (which may include photos, testimonials or video footage) in order to promote our services. We will always ask for your prior consent before we do this.
You will receive marketing communications from us if you have requested information from us or are, or have been, a member, and you have not opted out of receiving that marketing.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Who we share your personal data with
We routinely share personal data with:
- affiliated companies of Noiascape;
- third parties we use to help deliver our services to you, e.g., contractors including suppliers and maintenance contractors working for Noiascape, payment service operator, etc.;
- other third parties we use to help us run our business, e.g. marketing agencies or website hosts, service providers in relation to water, energy and data contracts;
- third parties approved by you, e.g. social media sites you choose to link your account to or third party payment providers;
- reference check agencies, including agencies that conduct previous address checks, previous voting locations checks, financial and credit checks, nationality checks, employment checks, bank account checks, criminal record checks and bankruptcy checks;
- our insurers and brokers;
- our bank, financial partners and investors; and
- academic and research organisations that research new types of housing.
We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.
We or the third parties mentioned above occasionally also share personal data with:
- our and their external auditors, e.g. in relation to the audit of our or their accounts, in which case the recipient of the information will be bound by confidentiality obligations;
- our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations;
- law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations;
- other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations.
If you would like more information about who we share your personal data with and why, please contact us.
Personal data may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
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, regulatory, tax, accounting or other requirements.
In some circumstances you can ask us to delete your data: see ‘9. Your legal rights’ below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Some of our external third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
- Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
- Access: The right to be provided with a copy of your personal data
- Rectification: The right to require us to correct any mistakes in your personal data
- Erasure (also known as the right to be forgotten): The right to require us to delete your personal data—in certain situations
- Restriction of processing: The right to require us to restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data
- Data portability: The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
- To object: The right to object:
- at any time to your personal data being processed for direct marketing (including profiling where applicable);
- in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claim
- Not to be subject to automated individual decision making. The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
- The right to withdraw consents: If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time. You may withdraw consents by contacting our data privacy manager. Withdrawing your consent will not affect the lawfulness of our use of your personal data, on the basis of that consent, before it was withdrawn
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.