Data privacy policy

When you visit our website, or work with us, the following policy applies for data that we are controller for. We also may act as a data processor for you, and when that applies, we provide a separate and detailed GDPR statement to you for our work as a processor of data controlled by you.

The controller for this data is Housing Online Limited. Housing Online Limited is part of a group of companies with Aareon AG as the Parent Company which is based in Germany.

1. Use of data

We may collect and use the following kinds of personal information:

  • Your name and contact details, such as telephone number and email address
  • Anonymised tracking information obtained via the use of Google Analytics cookies on our website

2. Legal basis

We will collect and process your Personal Information only when one of the following applies:

  • in order to fulfil your contract with us, for example if you request web services from us;
  • in order to comply with legal obligations, such as tax law;
  • if you have given us consent, such as requesting that we keep you updated with news and developments;
  • it is necessary for a legitimate interest (which is not overridden by your privacy interests), such as preventing fraud, improving our Site, to make suggestions to you about other Services or products available through our Site or that of our subsidiaries, partners, group companies or third parties (as identified in your data processing agreement) including those that work for us, are a party to any of our webinars, or provide similar products to us and increasing the security of our Services.

Where we rely on your consent to process your personal data, you have the right to withdraw or decline consent at any time. If you wish to withdraw your consent, please email info@housing-online.com.

3. Storage period

Personal data will not be stored for longer than is necessary. If you give us consent to process your data, for example to keep you up to date with news, we will delete it on request. Personal details given when registering an account with the demo portal will be deleted after three months. All other data will be kept as long as we need to for legal and tax purposes.

4. Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal information. You have the right to:

  • Request access to your personal information (commonly known as a "data 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 that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • 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 data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Request the restriction of the processing of your personal information. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
    • If you want us to establish the data's accuracy.
    • Where our use of the data is unlawful but you do not want us to erase it.
    • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
    • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal information to you or to a third party. We will provide to you, or a third party you have chosen, your personal information in a structured, commonly used, machine-readable format.
  • Withdraw consent at any time where we are relying on consent to process your personal information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at info@housing-online.com.

You will not have to pay a fee to access your personal information (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.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information 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.

We try to respond to all legitimate requests within one calendar 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.

5. Security

In accordance with the applicable laws and regulations, we have taken adequate technical and organizational measures to safeguard the security of your personal information. We store the personal information that we process on a secure database that is protected by technical access controls. We periodically review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.

We restrict access to personal information to employees, third parties and agents who need to know that information in order to process it for us, and who are subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.

Please be advised that while we strive to protect your personally identifiable data, we make no guarantees or assurances about our ability to prevent any such loss, access, or misuse and are not responsible in the event that such loss or misuse occurs.

We may transfer your personal data outside the European Economic Area (EEA) in our performance of any services to you.

Whenever we transfer your personal data out of the EEA, we ensure an appropriate 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 by the UK;
  • Where we use certain service providers, we may use specific contracts approved by the UK which give personal data the same protection it has in the UK;
  • Where we use providers based in the USA, we carry out due diligence before and during any continued involvement and will check the service providers we are presently using have signed up to the EU-U.S. and Swiss-U.S. Data Privacy Frameworks (DPF) and the UK Extension to the EU-U.S. DPF as set forth by the US Department of Commerce regarding the collection, use and retention of personal information from the EEA, Switzerland and the UK, respectively. Further details on the DPF can be found at https://www.dataprivacyframework.gov/
  • Housing Online has signed a Data Sharing Agreement which following our exit from the EU, means we can continue to share data within the confines of the Group;
  • Our directors and other appointed individuals working for Housing Online may, in limited circumstances, access an individual’s contact information outside of the UK and European Union, e.g. if they are remote working, absent from the office and need to access critical business information or working abroad. If they do so, they will be using our security measures and will be subject to their arrangements with us which are subject to English Law, in line with the UK GDPR and the same legal protections that would apply to accessing personal data within the UK.

6. Marketing

You are entitled to opt-out of marketing communications at any time and free of charge by emailing info@housing-online.com with the subject “Stop Marketing” or by post addressed to Housing Online Limited, Re: Stop Marketing at the company’s registered office.

You have the right as a UK resident to raise a complaint with the Information Commissioner’s Office, which regulates and supervises the use of personal data in the UK, via their helpline on 0303 123 1113.

7. Image Rights

Although any photos that are uploaded by you remain your intellectual property, so that Housing Online can provide services to you, you hereby give us the right (an irrevocable worldwide royalty free licence) to host, store, modify, reproduce, communicate, publish and distribute those photos only to the extent permitted by this Privacy Notice.

By uploading any photo you confirm that you have the right or necessary consent to send that photo to us and for us to use it in the ways outlined in this Privacy Notice. We have the right to limit the size and nature of any photos that are uploaded and forward them as necessary to a third party contractor for a repair or maintenance issue through our service.

All information other than photos that you submit will become our intellectual property but can only be used to the extent permitted by this Privacy Notice.

8. Changes to this policy

Housing Online reserves the right to change this Privacy Notice at any time and in the event of change we intend to take every reasonable step to ensure that these changes are brought to your attention by confirming the date of the changes above. If in the event that we sell our business, customer information may be one of the transferred business assets. If this happens, your information will still be subject to this policy.

The information held and published on our website, associated websites is only to be used for the purposes for which it has been published. We do not consent to any organisation, or member of the public to take individuals’ (Data Subjects’) personal information from our website and use this for their own purposes.

Cookie policy

This website uses cookies – if your browser is setup to accept cookies, then you are giving consent for this website to install cookies on your device!

What is a cookie?

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device. You can find more information about cookies at: allaboutcookies.org and youronlinechoices.eu for a video about cookies visit: google.com/policies/technologies/cookies

Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. They can also help to ensure that adverts you see online are more relevant to you and your interests. The cookies used on this website have been categorised based on the categories found in the ICC UK Cookie guide. A list of all the cookies used on this website by category is set out below.

Browser cookie control

All recent versions of popular browsers give users a level of control over cookies – for more information visit: https://ico.org.uk/your-data-matters/online/cookies/

Strictly necessary cookies

These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for, like shopping baskets or e-billing, cannot be provided.

AWSALB - this cookie is valid for 7 days and is used by our load balancer to link your session to a particular server.

Performance cookies

These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.

None of these cookies are used by this site.

Functionality cookies

These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. For instance, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.

None of these cookies are used by this site.

Targeting cookies or advertising cookies

These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organisation.

None of these cookies are used by this site.

Disclaimer

This website is provided "as is" without any representations or warranties. We make no representations or warranties in relation to this Service or Content provided on this website.

We do not warrant that:

  • this Service will constantly be available, or available at all
  • the Content on this Service is complete, true, accurate or non-misleading

We will not be liable to you in relation to the Content of this Service:

  • for any direct, indirect, special or consequential loss
  • for any business losses, loss of revenue, loss of contracts or business relationships, loss of reputation or goodwill, or loss or corruption of information or data

By using this website, you agree that the exclusions and limitations of liability set out herein are reasonable. If you do not think they are reasonable, you must not use this website.

If any provision of this website disclaimer is, or is found to be, unenforceable under applicable law, that will not affect the enforceability of the other provisions of this disclaimer.

Copyright Policy

We respect the intellectual property rights of others and expects users of the Service to do the same. We will respond to notices of alleged copyright infringement that comply with applicable law and are properly provided to us. If you believe that your Content has been copied in a way that constitutes copyright infringement, please contact us.

We reserve the right to remove Content alleged to be infringing without prior notice and at our sole discretion. In appropriate circumstances, we will also terminate a user's account if the user is determined to be a repeat infringer.

The copyright of this Service and its Content is owned by, or licensed to us.

We grant to you a worldwide non-exclusive royalty free revocable license to view this Service and to copy, store and print from this Service for your own personal and non-commercial use.