Homes Partnership Privacy Policy

Last Updated: October 2025

1. Who We Are

Data Controller: Homes Partnership Southern Limited

Registered Address: 44 High Street, Crawley, West Sussex, RH10 1BW

Contact: adam@homes-partnership.co.uk | 01293 529999

ICO Registration Number: 00019391152

Homes Partnership Southern Limited (“we”, “us”, “our”) is committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, and safeguard your personal information when you contact us, visit our website (www.homes-partnership.co.uk), or engage with our services.

By using our website or services, you agree to this Privacy Policy and our Terms of Use.

2. How We Collect Information

We collect and process personal information when you contact us through:

• In person at our office
• By telephone (calls are recorded for training and compliance)
• By post, email, SMS, or live web chat
• Via our website or social media pages (e.g. Facebook, Instagram, Twitter)
• Through third-party property portals (e.g. Rightmove, Zoopla)

3. Information We Collect

a) Information You Provide

• Name, address, email, phone number
• Employment, financial, or guarantor details
• Property preferences, budget, and location
• Records of enquiries, applications, or complaints

b) Legal Compliance Information

• Identity verification (Right to Rent, AML)
• Proof of funds, photographic ID, and address history

c) Website & Device Data

• IP address, browser, and device type
• Cookie and analytics data (e.g. page visits, clicks, session time)
• Geolocation (if enabled)

4. How We Use Your Information

We do not use solely automated decision-making with legal or similarly significant effects. Profiling for marketing is minimal and optional.

5. Who We Share Your Data With

We only share data where necessary and in accordance with UK data protection law.

a) Service Providers

We share data with trusted providers who help us deliver our services, including:

• CRM & software providers: Street, Jupix, Goodlord, Moneypenny, Calendly, TDS, Horizon, DB Inventories, Inventory Base
• Customer feedback tools: Feefo
• Analytics & marketing: Google Analytics, Meta Platforms
• Property prospecting and management: ProspectorPro

ProspectorPro and its approved sub-processors

ProspectorPro provides our property prospecting platform and processes personal data strictly under our instructions. Their approved sub-processors include:

• Digital Ocean (France/UK) – Hosting and database storage
• Amazon AWS (Europe) – Call recordings
• AssemblyAI (USA) – Call transcription
• ChatGPT (USA) – Call summarisation and scoring
• Stable Communications (Europe) – Call handling
• MailChimp (USA) – Email marketing
• Google Analytics (USA) – Website analytics
• Hotjar (Europe) – Website analytics

Source: ProspectorPro processing schedule. [oai_citation:0‡Signed - Homes Partnership[49].pdf](file-service://file-H4fmegHwY12z3sChN6rDq1)

All processing is governed by data processing agreements and safeguarded using UK-approved Standard Contractual Clauses (SCCs) or equivalent measures.

b) Legal & Regulatory Requirements

We may share your data with law enforcement or government authorities when required by law or court order.

c) Business Transfers

If our business is sold, merged, or restructured, your information may be securely transferred to the new owner, maintaining the same level of protection.

6. How Long We Keep Your Data

When data is no longer needed, it is securely deleted or destroyed in line with ICO guidance.

7. International Transfers

Some of our service providers may process data outside the UK or EEA. We ensure all such transfers include one or more of the following safeguards:

• UK International Data Transfer Agreement (IDTA) or Standard Contractual Clauses (SCCs)
• Adequacy regulations recognised by the UK government
• Contractual commitments to maintain UK GDPR standards

8. Your Data Protection Rights

You have the right to:

• Access your personal data (Subject Access Request)
• Request correction or deletion
• Withdraw consent (e.g. for marketing)
• Object to or restrict processing
• Request data portability
• Complain to the Information Commissioner’s Office (ICO) via www.ico.org.uk

We aim to respond to all valid requests within one month.

Contact for rights requests: adam@homes-partnership.co.uk | Homes Partnership Southern Ltd, 44 High Street, Crawley, RH10 1BW

9. Data Security

We take appropriate technical and organisational measures to protect your data, including:

• SSL encryption on all web traffic
• Secure, password-protected systems (e.g. Jupix, Goodlord)
• Role-based access control and employee data protection training
• Regular reviews of system security and internal compliance

10. Data Breach Notification

If a personal data breach occurs:

• We will notify the ICO within 72 hours (where required).
• Individuals will be informed if the breach poses a high risk to their rights or freedoms.

11. Cookies & Analytics

Our website uses cookies to enhance functionality and improve user experience. Analytics cookies (e.g. Google Analytics, Hotjar) collect anonymised usage data to help us improve the site. You can manage or withdraw consent at any time via our cookie banner or browser settings.

See our Cookies Policy for more details.

12. Children’s Privacy

Our services are not intended for individuals under 18. If we become aware that we have collected data from a minor, we will delete it immediately.

13. Changes to This Policy

We review and update this Privacy Policy regularly. Any significant updates will be published here and, if appropriate, notified directly to you.

14. Contact Us

Data Protection Lead:
Adam Charlton, Managing Director
adam@homes-partnership.co.uk | 01293 529999
Homes Partnership Southern Ltd, 44 High Street, Crawley, RH10 1BW

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