Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.

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We collect, use and are responsible for certain personal information about you in the delivery of our services which includes the operation of rental properties. When we do so we are subject to data protection laws that apply in the United Kingdom which includes the UK version of the General Data Protection Regulation (“GDPR”).

When we say “we”, “us” or “our” in this privacy policy, we mean Wickside and our partners (explicitly these partners are Sable Capital, Galliard Homes , O’Shea and Southern Housing).  For the purposes of this privacy policy Sable Capital is the “controller” of personal information collected from use of the website www.wickside.com, and will share your information with its partners (Galliard Homes , O’Shea and Southern Housing).

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You can contact us by email, or in writing at info@wickside.com.

We may collect and use the following personal information about you including:

• your name and contact information, including address, email address and telephone number

• information to enable us to check and verify your identity, e.g. your date of birth, and information needed for payment of deposits

• your billing information, transaction and payment card information including any credit checks we run

• your contact history, purchase history and saved items

• information from accounts you link to us, e.g. Instagram or Twitter

• information about how you use our website and apps

• your responses to surveys, competitions and promotions

• information from any enquiry you make to us.

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This personal information is required to help navigate our site and also use of our services.  If you do not provide personal information we ask for, it may delay or prevent us from providing services to you.

We collect most of this personal information directly from you – in person, by telephone, text or email and via our website. However, we may also collect information:

• from publicly accessible sources

• third party credit check companies

• from cookies on our website — for more information on our use of cookies, please see our cookies policy.

Under data protection law, we can only use your personal information if we have a proper reason for doing so, e.g.:

• for the performance of our contract with you or to take steps at your request before entering into a contract (which includes providing you with background information about our services and to enter into a rental);

• to comply with our legal and regulatory obligations;

• for our legitimate interests or those of a third party; or

• where you have given consent.

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A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

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The list below explains what we use your personal information for and our legal basis for doing so:

• we use personal information in order to provide you with the services you have requested from us and to respond to any enquiries or complaints you may make to us. This is necessary for performing our contract with you;

• we may use personal information to send direct marketing communications to you about new products, promotions, news and events. We will not send marketing communications to you unless you have consented to this or in some cases we may send marketing communications to you as an existing customer about similar products we think you may be interested in, however we will always give you the opportunity to opt-out or unsubscribe from these communications if you wish;

• we may use personal information as required for our legitimate interests. For example, it is in our interests to run competitions and prize draws to promote our products and this may involve process the personal information of competition entrants; and

• we also have business interests in understanding how users respond to different parts of our website in order to identify areas for improvement and analyse how effective our website are.  To do this we require to collect certain information about how you use our website which may include use of IP addresses.

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The above does not apply to special category personal information, which we will only process with your explicit consent or where we have a requirement for safety purposes, e.g. for access to our buildings.

We may use your personal information to send you updates (by email, text message, telephone or post) about our products, including exclusive offers, promotions or new products.

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We have a legitimate interest in processing your personal information for promotional purposes (see above ‘How and why we use your personal information’).

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We will always treat your personal information with the utmost respect and never sell or share it with other organisations outside the group for marketing purposes.

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You have the right to opt out of receiving promotional communications at any time by contacting us at info@wickside.com.

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We may ask you to confirm or update your marketing preferences if you instruct us to provide further products in the future, or if there are changes in the law, regulation, or the structure of our business.

We routinely share personal information with:

• companies within our group

• third parties we use to help deliver our products and services to you, e.g. payment service providers, software providers and app providers;

• other third parties we use to help us run our business, e.g. marketing agencies or website hosts; or

• third parties approved by you, e.g. social media sites you choose to link your account to or third party payment providers.

• Our project partners at Wickside

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We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers relating to ensure they can only use your personal information to provide services to us and to you.

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We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. For example, we may share information about suspected fraudulent activity on your account with the Police.

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We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.

Information may be held at our offices and those of our group companies, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’).

Some of these third parties may be based outside the UK and European Economic Area. For more information, including on how we safeguard your personal information when this occurs, see below: ‘Transferring your personal information out of the UK and EEA.

We will keep your personal information while you have an account with us or we are providing services with you. Thereafter, we will keep your personal information for as long as is necessary:

• to respond to any questions, complaints or claims made by you or on your behalf;

• to show that we treated you fairly; and/or

• to keep records required by law.

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We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information. Further details on this are available on request.

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When it is no longer necessary to retain your personal information, we will delete or anonymise it.

To deliver services to you, it is sometimes necessary for us to share your personal information outside of the UK, e.g.:

• with our service providers located outside the UK;

• if you are based outside the UK; or

• where there is an international dimension to the services we are providing to you.

These transfers are subject to special rules under UK data protection law, because some non-UK countries do not have the same data protection laws as the UK. We will, however, ensure the transfer complies with data protection law and all personal information will be secure. Our standard practice is to use standard data protection contract clauses that have been approved by the UK authorities.

If you would like further information please contact us.

Data protection laws give you a number of rights as set out below. If you would like to exercise any of your rights, please contact us in writing, with details allowing us to confirm your identity.

• Access: you may request access to a copy of your personal information.

• Withdraw Consent: where our processing of your personal information is based on your consent, you can withdraw your consent at any time.

• Rectification: you may ask us to rectify any inaccurate information we hold about you.

• Erasure: you may ask us to delete the personal information we hold about you, where there is no reason for us to continue to hold your information.

• Portability: you may ask us to provide you with the personal information that we hold about you in a structured, commonly used, machine readable format, or you can ask us to send your information in this format to another controller.

• Object: you may object to our processing of your personal information.

• Restriction: you can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.

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If you are not happy with the way in which we process your personal information, or the way in which we handle any request by you to exercise your privacy rights, you may make a compliant to the ICO by visiting their website at https://ico.org.uk/concerns/ or on 0303 123 1113

We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

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We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

This privacy notice was last updated in November 2024. We may change this privacy notice from time to time — when we make any substantial or material changes, we will announce this on our main website homepage.

If you would like this notice in another format (for example audio, large print, braille) please contact us (see ‘About us’ above).