Wedgewood Homes is committed to the security and privacy of your personal data.

Who we are

“Wedgewood Homes” in this Notice means Wedgewood (New Homes) Ltd, a company registered in England and Wales (registered office: CKR House, 70 East Hill, Dartford, Kent DA1 1RZ; principal place of business: Unit 1 Tower Industrial Estate, London Road, Wrotham, Kent TN15 7NS).

Wedgewood (New Homes) Ltd acts as the selling agent for all new homes developed by the Wedgewood group, and is the entity that holds the records of enquiries, sales and customer service for every Wedgewood development. For UK data protection law, Wedgewood (New Homes) Ltd is the data controller for the personal information described in this Notice.

Wedgewood (New Homes) Ltd is registered with the Information Commissioner’s Office for the purposes of the Data Protection (Charges and Information) Regulations 2018, and is registered with HM Revenue and Customs for anti-money laundering supervision in connection with its estate agency activities.

What information we collect

Depending on how you interact with us, we may collect:

• Identification information: your name, date of birth, nationality, and (where you’re buying a home or being appointed as a director of one of our Residents’ Management Companies) a copy of a photographic identification document (typically passport or driving licence).
• Contact information: your postal address, email address and telephone numbers.
• Enquiry information: the development you’ve enquired about, your budget range, your current housing situation, your preferences and any other information you provide when making an enquiry.
• Transactional information: if you reserve and buy a home: your reservation form, financial information about how you’re funding the purchase (source of funds), supporting evidence (such as a mortgage offer, evidence of a previous sale, or evidence of savings or a gifted deposit), and the contact details of your solicitor.
• Communications: the content of emails, letters and telephone conversations between you and us, and our records of those communications.
• Marketing information: your preferences for marketing communications from us, including any opt-outs you’ve exercised.
• Website information: if you visit wedgewoodhomes.co.uk, certain technical information about your visit (your IP address, browser type, pages viewed, time spent on the site). Cookies and similar technologies are used; see Cookies and our website below.

We do not, in normal operation, collect special category data (information about your health, race, religion, sexual orientation, political views, or similar) and we do not collect criminal-offence data. If you choose to share any such information with us — for example, mentioning a health condition relevant to accessibility — we use it only for the immediate purpose for which you’ve shared it, and don’t retain it beyond that purpose.

Where we get your information

Most of the personal information we hold about you comes from you, when you contact us, enquire about a development, complete a reservation, or otherwise interact with us. We may also receive information from:

• Our own website, when you complete an enquiry form.
• Marketing platforms, when you respond to a campaign we’ve run.
• Property portals (such as Rightmove and Zoopla), if you make an enquiry through one of our listings.
• Selling agents we have instructed to market a Wedgewood property, where you’ve enquired through them.
• Your solicitor, in the course of a property transaction.
• Public sources (such as the Land Registry or Companies House), as part of due diligence.
• Sanctions and politically-exposed-persons databases, as part of our anti-money laundering checks.

Why we use your information and on what legal basis

UK data protection law requires us to have a lawful basis for using your personal information. We use your information for the following purposes, on the following bases:

• Responding to your enquiry about a development — lawful basis: performance of pre-contractual measures (UK GDPR Article 6(1)(b)). We use the information you provide in your enquiry to give you the information you’ve asked for.
• Sending you marketing about the development you’ve enquired about, and similar Wedgewood developments — lawful basis: soft opt-in under PECR Regulation 22(3); legitimate interests (Article 6(1)(f)). We send you marketing about the development you enquired about and other new homes we’re building in the same regions. You can opt out at any time, and every marketing email contains an unsubscribe link.
• Processing your reservation and the sale of your home — lawful basis: performance of contract (Article 6(1)(b)). Once you reserve a home, we use your information to manage the reservation, exchange and completion process.
• Verifying your identity, your address and the source of your purchase funds — lawful basis: compliance with a legal obligation (Article 6(1)(c)). The Money Laundering Regulations 2017 require us to verify these for every buyer. This is the same check your solicitor will also carry out.
• Looking after you after completion (snagging, warranty, customer service) — lawful basis: performance of contract; legitimate interests (Article 6(1)(b) and 6(1)(f)). We hold your contact details for as long as we need to respond to any defect or warranty issue with your home.
• Setting up and managing the Residents’ Management Company for your development — lawful basis: compliance with legal obligation (Companies Act 2006); legitimate interests (Article 6(1)(c) and 6(1)(f)). If you’re a director nominee of one of our Residents’ Management Companies, we share controller responsibility with that RMC for your director information.
• Keeping our financial and tax records — lawful basis: compliance with legal obligation (HMRC and Companies Act). We retain records for the periods required by tax and company law.
• Defending legal claims or responding to regulatory matters — lawful basis: legitimate interests (Article 6(1)(f)). We may retain information for as long as needed within applicable limitation periods.

Who we share your information with

We share your information only where we need to, and only with people or organisations who are entitled to receive it. Depending on what you’re doing with us, this may include:

• Our solicitors and yours, during the sale process. Solicitors handle personal information under their own professional regulation by the Solicitors Regulation Authority.
• Our accountants, for tax, audit and (where you’re an RMC director or member) Companies House filing purposes.
• HM Revenue & Customs and the Information Commissioner’s Office, where we have a legal obligation to do so.
• The National Crime Agency, where the Proceeds of Crime Act 2002 or the Money Laundering Regulations 2017 require us to file a Suspicious Activity Report. We are not permitted to tell you if we’ve done this.
• Warranty and maintenance contractors, after completion, where they need your contact details to attend your home to perform a snagging or warranty repair. Contractors are bound by our Supplier Data Handling Notice to use your details only for the job and to delete them on completion.
• Our marketing agencies, where they help us run marketing campaigns. We have data processing agreements in place setting out what they can and can’t do with your information.
• Property portals such as Rightmove and Zoopla, where you’ve made an enquiry through one of our listings — your contact details flow back to us via the portal.
• Our software providers, in particular Acquaint CRM (which stores enquiry and customer data on our behalf) and E-Zu Solutions (which provides our cloud backup). These are processors acting on our instructions under data processing agreements.
• The Residents’ Management Company for your development, if you’re an owner — your name and contact details are included in the statutory member register that every RMC is required to keep.

We do not sell your personal information to anyone. We do not share your personal information with anyone outside this list without telling you and, where required, obtaining your consent.

International transfers

Wedgewood Homes operates exclusively in the United Kingdom and stores your personal information within the UK or the European Economic Area. Our principal IT environments (Microsoft 365 and our cloud backup with E-Zu Solutions) hold data within the UK and EEA. We do not routinely transfer your personal information to countries outside the UK and EEA.

If circumstances change and we need to make any such transfer, we will put appropriate safeguards in place (such as the UK International Data Transfer Agreement or equivalent) and will update this Notice.

Joint controllers — Residents’ Management Companies

If you become a director nominee of one of our Residents’ Management Companies, your personal information is processed jointly by Wedgewood Homes and by that RMC. Under UK GDPR Article 26, this is a “joint controllership”. At the point your RMC is handed over to its homeowner-director board, Wedgewood Homes’ joint controller role ends and the RMC becomes the sole controller of your information.

When you’re appointed as a director nominee, we’ll give you a separate Director Privacy Notice explaining this in more detail, including which entity is responsible for responding to your data rights requests at each stage.

Cookies and our website

When you visit wedgewoodhomes.co.uk, we use cookies and similar technologies to make the site work, to understand how visitors use the site (analytics), to support our marketing, and to enable embedded social media features.

Strictly necessary cookies are set automatically. All other cookies — analytics, advertising and social media cookies — are set only with your consent, which we ask for through the cookie banner the first time you visit. You can change your preferences at any time using the “Cookie settings” link in the footer of every page.

For full details of the cookies we use, see our Cookie Policy.

How long we keep your information

We keep your personal information only for as long as we need it. Our key retention periods are:

• Enquiry records (where you don’t go on to buy) — two years from your last engagement with us.
• Identification, address verification and source-of-funds records (where you’ve reserved a home) — five years from the end of our business relationship or the date of completion, whichever is later (Money Laundering Regulations 2017).
• Sale contract, correspondence and main transaction records — six years from completion.
• Structural warranty and defects records — twelve years from completion.
• Development contact records (post-completion customer service) — twelve years from the last plot completion on the development; thereafter a minimal historical record only.
• Tax and accounting records — six years from the end of the relevant accounting period.
• RMC director records (our residual copy after handover) — six years from RMC handover.
• Marketing opt-out records (suppression list) — indefinitely, so that we never re-contact you after you’ve opted out.

After these periods, your information is deleted or, in the case of long-tail records, reduced to a minimal historical reference. Where we hold information beyond these periods because of a live legal claim or regulatory matter, we record this as a Legal Hold and release it once the matter is resolved.

Your rights

Under UK data protection law, you have a number of rights in relation to your personal information. You can:

• Ask for a copy of the information we hold about you (a Subject Access Request). You don’t need to use that phrase; just asking us is enough. We’ll respond within one month.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete information we no longer need. Some information we are required to keep by law (notably the Money Laundering Regulations) and cannot delete on request; we’ll explain if that’s the position.
• Ask us to restrict how we use your information while a question about it is resolved.
• Object to our using your information for marketing — and we’ll stop immediately and add you to our suppression list. For other uses based on legitimate interests, you can object and we’ll consider your reasons.
• Ask for your information to be transferred to another organisation in a structured electronic format (where it applies).
• Withdraw any consent you’ve given us, at any time.
• Complain to the Information Commissioner’s Office if you’re not happy with how we’ve handled your information. The ICO can be contacted at ico.org.uk or 0303 123 1113. We’d be grateful for the chance to address any concern first — but the right to complain to the ICO is yours and you can exercise it at any time.

To exercise any of these rights, contact us using the details below. We don’t charge a fee in normal cases, and we won’t ask you to use a particular form.

Contact us

For any question about this Notice, or to exercise any of your rights, please contact our Data Protection Lead:

Mathew Carpenter
Data Protection Lead
Wedgewood (New Homes) Ltd
Unit 1 Tower Industrial Estate
London Road
Wrotham
Kent TN15 7NS

Email: dataprotection@wedgewoodhomes.co.uk

Changes to this notice

We review this Notice at least once a year, and update it whenever there is a material change in the law, in our business, or in how we handle personal information. The date at the top of the Notice tells you when it was last updated. If we make material changes, we will draw them to your attention — through the website, an email to active enquirers and buyers, or both.

This Notice supersedes any previous version of our privacy policy.