1. Who we are
This privacy notice explains how Housing Analytics Hub Limited (“we”, “us”, “our”) collects and uses personal data in the course of providing consultancy and data validation services.
We are committed to protecting your privacy and handling personal data in a lawful, fair and transparent way.
Controller:
Housing Analytics Hub Limited
Company number: 16730717
Registered office: 82a James Carter Road, Mildenhall, United Kingdom, IP28 7DE
You can contact us about data protection or this notice at:
hello@housinganalyticshub.co.uk
(or at our registered office address, marked “Data Protection”).
2. What personal data we collect
Because our work is focused on organisational data and regulatory returns, we only collect limited personal data, typically:
- Client contact details: name, job title, organisation, email address, telephone number.
- Information contained in documents you share with us, such as:
- Board and committee papers
- Stress-testing packs and regulatory returns (e.g. QS, FFR, SDR, FVA)
- Project correspondence and supporting schedules
- Portal account details (when applicable):
- Work email address and basic account profile
- Log-in and usage information (e.g. dates/times of access, audit logs)
We do not intentionally collect special category data (e.g. health, ethnicity, etc.) and ask clients not to include this in documents unless it is strictly necessary and agreed in advance.
3. How we get your personal data
We usually obtain personal data:
- Directly from you (for example, when you contact us, sign an engagement, or use our services);
- From your colleagues, where they list you as a contact or include your details in documents they share with us;
- Through our website or portal (once live), when you create or use an account.
4. How we use your personal data (purposes and lawful bases)
We process personal data only where we have a lawful basis to do so. For Housing Analytics Hub, the main purposes and legal bases are:
4.1 Providing our services
To deliver consultancy and data validation services, review your returns and documents, and provide our reports and outputs.
Legal basis: performance of a contract with you (or taking steps at your request before entering into a contract).
4.2 Operating our data validation portal (when applicable)
To set up and manage your user account, provide access, maintain security and keep audit trails.
Legal basis: performance of a contract and our legitimate interests in running a secure and effective portal.
4.3 Client relationship management and communications
To respond to enquiries, manage engagements, arrange meetings and keep in touch about work we are doing with you.
Legal basis: legitimate interests in running and growing our business and maintaining relationships with clients and prospective clients.
4.4 Improving our tools and benchmarking
To use anonymised or aggregated data to enhance our methodologies, develop our portal and produce benchmarking / insight.
Legal basis: legitimate interests in improving our services, provided this does not override your rights.
4.5 Administration, finance and legal / regulatory obligations
To issue and manage invoices, maintain business records, and comply with legal or regulatory requirements (for example, tax and accounting rules).
Legal basis: legal obligation (where applicable) and legitimate interests in operating our business efficiently and prudently.
We do not sell your personal data to third parties.
5. Who we share personal data with
We may share personal data, where necessary, with:
- Service providers who support our business (for example: secure email, cloud storage, document management, portal hosting and IT support). These providers act as processors and are bound by contractual obligations to keep data secure and confidential.
- Professional advisers, such as lawyers, accountants or insurers, where needed for advice or to protect our legal interests.
- Regulators or authorities, where we are required to do so by law.
We do not allow our service providers to use your personal data for their own marketing purposes.
6. International transfers
Our core systems are intended to store data in the UK and/or EEA where possible. However, some of our service providers may process data in other countries.
Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as:
- An adequacy decision by the UK government; or
- Standard contractual clauses or equivalent protections approved under UK data protection law.
7. How long we keep your personal data
We keep personal data only for as long as reasonably necessary for the purposes set out in this notice, including to:
- Deliver and evidence the services we’ve provided;
- Comply with legal, tax and accounting requirements; and
- Resolve any queries or disputes.
As a guide (subject to specific legal requirements):
- Engagement-related documents and emails: usually up to 7 years after the end of the engagement.
- Portal account data: for as long as your organisation has an active subscription, then for a limited period afterwards for audit and backup purposes, after which it will be anonymised or deleted.
We may keep anonymised or aggregated data (which no longer identifies individuals) for longer, for benchmarking and service improvement.
8. Your rights
Under UK data protection law, you have a number of rights in relation to your personal data, including:
- Right of access – to request a copy of the personal data we hold about you.
- Right to rectification – to have inaccurate or incomplete data corrected.
- Right to erasure – to ask us to delete your data in certain circumstances.
- Right to restrict processing – to ask us to limit how we use your data in certain cases.
- Right to data portability – to receive certain data in a structured, commonly used, machine-readable format and/or for us to transmit it to another controller (where technically feasible).
- Right to object – to object to our processing where we rely on legitimate interests.
These rights are subject to legal conditions and exemptions. If you wish to exercise any of these rights, please contact us using the details above.
If you are unhappy with how we handle your personal data, please contact us in the first instance. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
- Website: www.ico.org.uk
- Telephone: 0303 123 1113
9. Changes to this notice
We may update this privacy notice from time to time to reflect changes in our services, the law or how we process personal data. The latest version will always be available on our website, and we will highlight any significant changes where appropriate.
10. Contact us
If you have any questions about this privacy notice or how we handle personal data, please contact:
Housing Analytics Hub Limited
Email: hello@housinganalyticshub.co.uk
Address: 82a James Carter Road, Mildenhall, United Kingdom, IP28 7DE