Privacy notice

M&Y Maintenance and Construction Privacy Notice

M&Y Maintenance and Construction delivers repairs, maintenance and construction services across the Northwest.  M&Y’s primary customer base is Regenda Homes Limited and Redwing Living Limited, however, M&Y Maintenance & Construction also delivers a number of external contracts for private clients. 

 

This privacy notice will tell you:

  • What information we process and why
  • Who we might share your information with
  • The lawful basis for processing your information
  • How long we will retain your information
  • How we keep your personal information safe
  • What your rights are

 

What information does M&Y Maintenance and Construction process

We begin the process of obtaining information about you directly from our client via our joint electronic housing management system.  The information we have access to includes:

  • Your name and address
  • Your contact details
  • Details of your contact with us
  • Information on your housing needs
  • Access arrangements
  • Repairs, repair history and property information
  • Images and footage if you are in the field of vision of any of our CCTV systems

 

Why we need your personal information

M&Y Maintenance and Construction has access to this information in order to:

  • Provide a repairs and maintenance service
  • Deliver the investment programme i.e. kitchen, bathroom and boiler            replacements
  • Engage with customers to get feedback on our services
  • Communicate with your during the process of undertaking your repair       or homes improvement
  • Manage our automated appointment system, DRS

 

Sharing your information

We will not share your personal information without your consent or unless allowed by law.  Examples of organisations we may share your information with, where appropriate are:

  • Your Housing Provider (Regenda Limited or Redwing Living)
  • Sub-contractors
  • Contractors or companies who provide materials i.e. kitchens, bathroom, boilers
  • Health & Safety Executive (HSE)

We won’t share your personal information with anyone who claims to represent you unless we are satisfied that you have appointed them, or they act in some recognised official capacity.

 

How we keep your information safe

We apply appropriate security measures to ensure your personal information is secure.

When we need to share your information with contractors or third parties, we have data sharing agreements with them that sets out their responsibilities.

To help ensure confidentiality of your information we will ask you (and any of your representatives) security questions to confirm your identity. We will not discuss your personal information with anyone other than you, unless you have given prior consent to your Housing Provider.

 

How long do we keep your personal information

All of your information, correspondence, and notes about your repairs will be held on your Housing Providers system and some information might be kept within our secure email and IT systems.   This information is retained for different timescales based on the following criteria:

  • How long you have been a customer and when your tenancy ends
  • If there is a time period set by law
  • Any recommended time periods set by our regulators

If you would like further information about how long we keep certain types of information, please contact dataprotection@regenda.org.uk  

 

Lawful basis for processing your information

M&Y Maintenance and Construction will use one or more of the following reasons to lawfully process your information:

  • Contract: It is necessary for managing your tenancy and M&Y Maintenance and Construction have a contract in place with your Housing Provider to deliver this service.
  • Consent: You have given your explicit consent
  • Legitimate Interest: It is in the legitimate interest of M&Y Maintenance and Construction or a third party
  • Legal Requirement: It is required by law

 

Legitimate Interest

Legitimate interest is one of the legal reasons we may process your information.  Taking into account your interests, rights and freedoms, we have carried out Legitimate Interest Assessments which allow us to:

  • Communicate with you to keep you updated on our services
  • Carry out customer surveys with a third party to help us improve services to you.
  • Operate CCTV in and around some of our properties and offices.

 

Consent

We may use your personal information to send you marketing information by post, phone, through social media, email and text message.

We can only use your personal information to send you marketing material if we have your permission or we have a legitimate interest as described above.

If you do not want to receive marketing from us, please contact dataprotection@regenda.org.uk to update your contact preference.

With your consent we may also use your images and video footage (including interviews) to promote M&Y Maintenance and Construction services.  

Images and footage may be published on any of the following channels:

  • press and media (including newspapers, magazines, websites)
  • on our websites (including Redwing and Regenda)
  • on our social media feeds including LinkedIn, Twitter, Facebook and other corporate social media accounts in the future
  • in our printed publications such as newsletters, brochures, flyers and display materials
  • in our electronic newsletters
  • Media releases

The images/footage will often be accompanied by the details of your story, however, we will not use personal details or full name of any individual in an article.

If you no longer wish for your image or personal information to be used, please contact dataprotection@regenda.org.uk and ask us to remove them from the archive. Please note that we will be unable to remove any images or content in printed materials or video footage if it has already been produced or remove images and quotes that have already been published by the media.

 

People who contact us via social media

We use a third-party provider, Hootsuite to manage our social media interactions.

If you send us a private or direct message via social media, the message will not be shared with any other organisation.

M&Y retains social media messages for 3 months.

 

Visitors to our websites

M&Y Maintenance and Construction uses a third-party service to help maintain the security and performance of the M&Y Maintenance and Construction website. To deliver this service it processes the IP addresses of visitors to the M&Y Maintenance and Construction website.  This information is not used for identifying purposes, except for investigation if an intrusion occurs.

The M&Y Maintenance and Construction website uses cookies. Cookies are small text files placed on your computer by the websites you visit. They are used to help make websites work efficiently. You can control cookies through the settings of your web browser. To find out more, visit www.aboutcookies.org or www.allaboutcookies.org

 

Your Data Protection Rights

You have the following data protection rights:

 

Right of access:  If we hold personal information about you, you have the right to access and receive a copy.

You can make a request verbally or in writing, including via social media.

A third party (e.g., relative, friend or solicitor) may make a request on your behalf, however, we require written authority from yourself stating that you give the third-party permission to make this request on your behalf.

We have one month from the date we receive your request to provide you with the information.

Right to rectification: If you think that M&Y is holding incorrect personal information about you, you have the right to have this personal information corrected.

Right to erasure: the right to have certain information about you erased.

Right to restrict processing: the right to request the limited use or restriction of your personal information in certain circumstances.

Right to object: the right to object to the processing of your personal information where we are processing for our or a third parties’ legitimate interest, or we use your information for direct marketing.

 

Complaints or Queries

M&Y Maintenance and Construction aims to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of M&Y Maintenance and Construction collection and use of personal information. However, we are happy to provide any additional information or explanation. Any requests for this should be sent to the address below.

If you have a query or want to make a complaint about the way we have processed your personal information, you can contact us at:

Data Protection

The Regenda Group

The Foundry

42 Henry Street

Liverpool
L1 5AY

Email: dataprotection@regenda.org.uk

Call us on: 0151 703 3000

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can make a complaint to the Information Commissioner’s Office (ICO).

To find out how to contact the ICO, visit their website: https://ico.org.uk/

 

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 22 July 2021.