Privacy Policy

Housing Disrepair Team (“we”, “us” or “our”) is committed to protecting the privacy of all individuals who visit our website or use our services. We comply with the UK GDPR (General Data Protection Regulation) and the Data Protection Act 2018, processing personal data in accordance with the law. Under Article 5(1)(a) of the UK GDPR, personal data must be handled lawfully, fairly and transparentlyico.org.uk. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights. This policy applies to Prospects (visitors who submit enquiries) and Clients (individuals who engage our services) as defined below.

Trading status: Housing Disrepair Team provides claims services under the oversight of a UK solicitor’s firm regulated by the Solicitors Regulation Authority (SRA). We are in the process of registering with the UK Information Commissioner’s Office (ICO) (registration number: [to be updated]). We are not currently regulated by the Financial Conduct Authority (FCA), but we will meet any applicable regulatory requirements for claims management in due course.

For clarity: “Prospects” means individuals who have contacted us or submitted an enquiry (e.g. via our website form) but have not engaged us, and “Clients” means individuals who have formally instructed us to act on their behalf. Throughout this policy, “you” refers to both Prospects and Clients.

What Information We Collect

We collect personal data that you provide to us and that we obtain through the use of our website. Personal data means information that relates to an identified or identifiable individualico.org.uk. The categories of personal data we collect include:

• Contact and identity details: Name, date of birth, postal address, email address, telephone number. These are collected when you submit a form or contact us, and when you become a Client.
• Property and tenancy details: Information about your housing situation (property address, landlord name [council or housing association], type of tenancy, tenancy start date). This helps us assess eligibility for a disrepair claim.
• Health or other sensitive information: In some cases (especially for Clients), we may collect special category data such as health information if it is relevant to your claim (e.g. respiratory issues caused by damp). Such data will only be processed with your explicit consent or as permitted by law (see Legal Basis below).
• Case-related information: Details of the disrepair problems you are experiencing (e.g. damp, mold, leaks), communications you have had with your landlord, inspection reports, photos or other evidence. Once you become a Client, we also collect legal case information, correspondence, and any documentation needed to pursue your claim (e.g. rent statements, repair notices, witness statements).
• Payment information: For Clients, if a claim is successful, we may need to collect bank account details or payment instructions to transfer compensation. We do not collect sensitive financial information (like full bank account numbers) until necessary to pay you.
• Technical data: When you visit our website, we automatically collect certain information about your device and use of the site (such as IP address, browser type, pages viewed). This may include data collected through cookies and similar technologies (see the Cookies section below).

We obtain the above information either directly from you (when you fill out enquiry or contact forms, speak with our staff, or provide documents) or indirectly (from cookies on our site, or from third parties only if you consent or where required by law). We do not collect data about you from social media or other unsolicited sources. All personal data collected is necessary for the purposes outlined in this policy and is processed in accordance with data protection principles.

How We Use Your Data

We use your personal data for specific purposes related to our housing disrepair claim services, including:

• Responding to enquiries (Prospects): If you submit an enquiry form or contact us, we use your name and contact details to reply to your enquiry, provide information about our services, and determine if you are eligible to make a claim. Preparing a quote or advice you request is done on the lawful basis that it is necessary to enter into a contract with youorg.uk.
• Delivering legal services (Clients): Once you engage us, we use your data to provide legal assistance on your claim (which is necessary to perform the contract with youorg.uk). This includes analysing your case, preparing legal documents, negotiating with landlords or insurers, and communicating on your behalf. For example, we may share repair reports with experts or send letters to your landlord; all such uses are part of the service you have contracted us to provide.
• Communications and updates: We use your contact information (email, phone) to keep you informed about your case’s progress, schedule meetings or inspections, remind you of important deadlines, and send legal updates relevant to housing disrepair. If you are a Prospect, we may contact you about your enquiry and any follow-up.
• Legal compliance and record-keeping: We process data as needed to comply with legal obligations (such as anti-money laundering checks, court orders or regulatory requirements). We keep records of our casework and communications in order to meet professional standards for solicitors and for potential future reference.
• Marketing and newsletters: With your explicit consent, we may use your email address or phone to send you occasional newsletters or legal updates about housing law. Consent for marketing is a separate lawful basis, and you may withdraw it at any time (see Your Rights below)org.uk.
• Website and service improvement: We may use technical and usage data (including cookies) on a legitimate interest basis to analyse how visitors use our site and to improve its content and functionalityorg.ukico.org.uk. For example, we use analytics cookies to count visitors and measure which pages are most helpful. We ensure any cookies not strictly necessary require your consent (see Cookies section).
• Fraud prevention and safety: We may process data as necessary to verify your identity, detect fraud or misuse of our service, and maintain security (this is done on the basis of our legitimate interests in protecting our business and your dataorg.uk, and any legal obligations we have).

All uses of your data are explained in this policy or in notices at the point of collection. We will not use your personal data for purposes incompatible with those listed above without informing you.

Legal Basis for Processing

Under UK GDPR Article 6, we must have a lawful basis to process personal data. The primary legal bases we rely on are:

• Contract: For Prospects, processing is necessary to take steps at your request (such as providing a quote) and to enter into a contract. For Clients, processing is necessary to perform the contract of engagement (providing legal services)org.uk. This covers using your contact details to communicate with you, and using case information to handle your claim.
• Legal obligation: We process data to comply with legal or regulatory requirements. For example, solicitors must keep case records for a statutory period, and we may be required to disclose personal data to courts or government agencies (e.g. courts, HMRC, or law enforcement) where the law demands it. In such cases, processing is justified because it is “necessary for compliance with a legal obligation”org.uk.
• Legitimate interests: In situations where neither contract nor legal obligation applies, we may rely on legitimate interests. Examples include our interest in protecting our business (e.g. preventing fraud), improving our website and services, and communicating with you about matters relevant to our services. We only use legitimate interests when our reasons do not outweigh your rights and interestsorg.uk. All processing under this basis is limited to activities you would reasonably expect as part of our service.
• Consent: When we need to use your data for marketing or any purpose not covered by the above bases, we will ask for your explicit consent. For instance, if we send you promotional emails, it will only be because you opted in. Consent is freely given, specific and recorded, and you can withdraw consent at any timeorg.uk without affecting the lawfulness of processing done while consent was in force.

Additionally, under UK GDPR Article 9 certain sensitive data (special category) has extra protection. If we collect any sensitive personal data (such as health information relating to your housing condition), we will only process it with your explicit consent, or because it is necessary for the establishment, exercise or defence of legal claims. For example, if your health data is relevant to your housing disrepair claim, we rely on the Article 9(2)(f) exemption for legal claimsico.org.uk. In all cases, we take extra care to keep such data secure.

Whenever we rely on any lawful basis for processing (contract, legal obligation, legitimate interests or consent), we will tell you which basis applies to each purpose and keep records of our decision-making.

Your Rights

Under data protection law, you have the following rights regarding your personal data (subject to certain conditions and exceptions):

• Right of access: You can ask us for copies of the personal data we hold about you, and for details of how it is processed. We will provide this (subject to any exemptions) usually within one month.
• Right to rectification: If you believe any of your personal data is inaccurate or incomplete, you can ask us to correct or complete itorg.uk. We will update our records as appropriate.
• Right to erasure: You can request that we delete your personal data in certain circumstances (for example, if the data is no longer needed for the purpose collected, or if you withdraw consent and no other basis for processing applies)org.uk. Note that some data cannot be erased immediately if we have legal obligations to retain it (e.g. case records that must be kept for a statutory period).
• Right to restriction of processing: In certain situations (if you dispute accuracy or object to processing, for example), you may ask us to suspend processing your data temporarilyorg.uk.
• Right to object: You have the right to object to our processing of your data where we rely on legitimate interests. If you object, we will stop processing unless we have compelling legitimate grounds to continue. You also have an absolute right to object to direct marketing.
• Right to data portability: Where processing is based on consent or contract and is carried out by automated means, you may ask us to transfer your data to another organization or to you in a machine-readable formatorg.uk.
• Right to withdraw consent: If we are processing your data on the basis of your consent (for example, marketing emails), you can withdraw that consent at any time. We will stop any processing that required consent from that point onorg.uk.

You are not charged for exercising these rights. We will normally respond to any request within one month. To exercise your rights, or for any questions about our data use, please contact us (see Contact Information below). You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe we have not complied with data protection law.

Cookies

Our website uses cookies and similar technologies to enhance user experience and for analytics. A cookie is a small file placed on your device to record information about your visit. We use:

• Strictly necessary cookies: These are essential for the website to function (for example, to remember your inputs during a session). You cannot opt out of these cookies as the site would not work properly without them.
• Performance and analytics cookies: These collect anonymous data on how visitors use the site (which pages are visited, error messages, etc.). We use this information in aggregated form to improve the site’s content and performance. These cookies do not identify you personally.
• Functional and preference cookies: These remember your preferences (for example, language or region).
• Marketing cookies: We do not use third-party advertising cookies on our site.

For any cookies that are not strictly necessary, we obtain your consent before they are set. We provide clear information about each cookie and its purpose and allow you to accept or decline them. This follows ICO guidance that organisations must provide clear information about the cookies they use and require consent for any non-essential cookiesico.org.uk. You can also manage cookies through your browser settings (for example, deleting or blocking cookies) or use the opt-in/opt-out options on our website. Note that if you disable strictly necessary cookies, parts of the site may not function.

Data Retention

We keep your personal data only for as long as necessary for the purposes set out above, and in accordance with legal and regulatory requirements. For example:

• Prospective clients: If you enquire but do not engage us, we will retain your contact and enquiry information for a limited period (typically up to a year) so we can respond to any follow-up. If no engagement follows, we will securely delete or anonymize your data.
• Clients: For clients, we will retain your data for the duration of the claim and for a reasonable period thereafter. In accordance with legal practice guidelines, we generally keep closed file records (including personal data) for at least six years after the conclusion of your matterblackstone-legal.co.uk, to comply with our legal and professional obligations and in case of any future disputes.
• Financial and accounting records: Any financial data (e.g. for payments) is kept for a minimum of seven years to satisfy tax and accounting requirements.
• Marketing data: If you have opted in to receive newsletters, we will keep your contact information until you withdraw consent. Once consent is withdrawn or no longer needed, we will delete this data.

After the retention periods expire, we delete or anonymise your data securely, to prevent unauthorized access or reconstruction. We review our retention policies periodically to ensure compliance with legal requirements and business needs.

Who We Share Your Data With

We do not sell your personal information. We may share your data only with third parties who need it to provide our services or to comply with the law, under strict confidentiality terms. Such recipients may include:

• Our solicitors and professional partners: We work under an SRA-regulated solicitors firm. We share client data with the solicitors who will handle your case (for example, transferring your case file to the solicitor). These partners are also bound by professional secrecy and UK GDPR.
• Service providers: We use trusted third-party companies to support our business (e.g. IT hosting, document storage, customer relationship management, payment processing). These providers may have access to personal data only as needed to perform their functions, and we require them to protect your data in line with UK law.
• Regulators and authorities: We may disclose personal data to regulators (e.g. the SRA, ICO) or public authorities (e.g. courts, tribunals, police or HMRC) when required by law or to protect our legal interests. For example, we may share data in the course of legal proceedings against a landlord or in response to a court order.
• Professional advisors: We may share limited data with our lawyers, accountants, auditors or insurers for legitimate business purposes (for example, to obtain legal advice or insurance).

Whenever we share data, we ensure that the recipient handles it securely and only for the specific purpose. We also rely on appropriate lawful bases for any such sharing (such as legal obligation or our legitimate interest in managing legal cases). In all cases, we are careful to minimise the information shared and to keep you informed about the types of sharing described here.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will revise the “Last Updated” date at the top and, where appropriate, notify you (for example, by email or via a notice on our website). We encourage you to review this policy regularly to stay informed about how we handle personal data. Continued use of our services or website after changes are posted will signify your acceptance of the updated policy.

Contact Information

If you have any questions about this Privacy Policy or our data practices, or if you wish to exercise your data protection rights, please contact us:

• Housing Disrepair Team
• Address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
• ICO Registration Number: [to be updated]
• Email: info@housingdt.com
• Phone: [to be updated]

You can also contact the Information Commissioner’s Office (ICO) with questions or complaints about data protection at https://ico.org.uk or Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Last Updated: May 2025.