Privacy Notices

Advance Northumberland Limited Privacy Notice 

1. Introduction: 

Advance Northumberland is committed to protecting personal information and processing it fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection legislation.

This Privacy Notice explains how the Advance Northumberland Group collects, uses, shares and protects personal information, and outlines the rights available to individuals whose information we process.

References to Advance Northumberland include:

• Advance Northumberland Limited
• Advance Northumberland (Housing) Limited
• Advance Northumberland (Commercial) Limited
• Advance Northumberland (Developments) Limited
• Advance Northumberland (Projects) Limited
• Advance Green Futures Limited
• Advance Manor Walks Limited

For certain services, additional company-specific Privacy Notices apply.

2. Who is responsible for my information? 

Advance Northumberland Limited maintains overall responsibility for data protection governance across the Group. The Data Controller at Advance Northumberland is the Chief Executive Officer.

The Data Processor is the Head of Business Operations.

If you have any questions regarding the processing of personal information or wish to exercise your rights under data protection legislation, please contact: Data Protection Officer, Advance Northumberland, Wansbeck Workspace, Rotary Parkway, Ashington, Northumberland, NE63 8QZ

Email: dpo@advancenorthumberland.co.uk

Telephone: 01670 528400

3. Why is information recorded about me?
We collect and process personal information to:

• Deliver products, services and projects.
• Manage contractual and business relationships.
• Administer property, tenancy and customer services.
• Manage suppliers, contractors and business partners.
• Communicate with customers, tenants, stakeholders and members of the public.
• Meet legal, regulatory and health and safety obligations.
• Protect our people, premises, systems and assets.

The information we process may include:

• Contact information.
• Identity and verification information.
• Financial and payment information.
• Contractual and tenancy information.
• Correspondence and communication records.
• CCTV and security information.
• Technical and systems information.

The exact information processed will depend on the services being provided.

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 Company Specific Processing

The Advance Northumberland Group provides a wide range of services including commercial property, managed workspace, residential lettings, housebuilding, development projects, ecological and land management services, public consultation activities and contractor management.

Certain business activities involve additional processing of personal information that is specific to the service being delivered. Where this applies, a separate service-specific Privacy Notice will be provided setting out the categories of information processed, the lawful basis for processing, retention periods and any organisation-specific sharing arrangements.

Copies of current Privacy Notices are available on request from the Data Protection Officer and through the relevant service area.

5. How long is the information retained?
We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, meet legal and regulatory requirements and support legitimate business needs.

Retention periods vary depending on the service provided and the type of information involved. Where information is no longer required, it will be securely deleted, destroyed or anonymised in accordance with our Information Retention and Disposal Schedule.

Further information relating to specific retention periods is available within the relevant service-specific Privacy Notice.

6. Sharing your information 

We may share personal information where this is necessary to deliver services, fulfil contractual obligations, comply with legal requirements or protect legitimate business interests.

Information may be shared with:

• Professional advisers.
• Contractors and service providers.
• Technology and software providers.
• Insurers.
• Auditors.
• Regulatory bodies.
• Local authorities.
• Emergency services.
• Courts and law enforcement agencies.
• Northumberland County Council where required for governance, oversight, audit or regeneration activities.
• Funding bodies and grant providers where applicable.

Information will only be shared where there is a lawful basis to do so and only the minimum information necessary will be disclosed.

6.1 International Transfers

Personal information will normally be stored and processed within the United Kingdom and/or the European Economic Area (EEA).

Where information is transferred outside these areas, we will ensure that appropriate safeguards are in place and that any transfer complies with applicable data protection legislation. These safeguards may include UK adequacy regulations, International Data Transfer Agreements (IDTAs), international transfer addenda and approved Standard Contractual Clauses.

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:

1. To be informed why, where and how we use your information.

2. To ask for access to your information.

3. To ask for information to be corrected if inaccurate or incomplete.

4. To ask for your information to be deleted or removed where there is no need for us to continue processing it.

5. To ask us to restrict the use of your information.

6. 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.

7. To object to how your information is used.

8. To challenge any decisions made without human intervention (automated decision making).

9. To lodge a complaint with the Information Commissioner’s Office whose contact details are below.

10. 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/