Cookie and Privacy Policy

My Future Living –Privacy Policy

Last Updated: July 2026

Data Controller: My Future Living, Strongvox House, Blackbrook Park Avenue, Taunton, Somerset TA1 2PX

Data Protection Lead: [email protected]

Telephone: 01823 793420

1. Introduction

My Future Living is committed to protecting your personal data and ensuring transparency about how we collect, use, store, and share information. This Privacy Policy explains how we process personal data relating to:

  • Tenants and prospective tenants
  • Employees and job applicants
  • Contractors and suppliers
  • Website visitors and marketing contacts
  • Next of kin, emergency contacts, and household members
  • Individuals involved in safeguarding or crime‑prevention matters

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data Protection & Digital Information Bill (DPDI Bill), and the Privacy and Electronic Communications Regulations (PECR).

2. What Personal Data We Collect

We collect only the information necessary for our services, legal obligations, and legitimate interests.

2.1 Tenant & Applicant Data

  • Name, address, contact details
  • Date of birth, gender
  • Tenancy history
  • Financial information (rent payments, arrears, affordability checks)
  • Identification documents
  • Emergency contact details
  • Health or vulnerability information (where relevant to support or safeguarding)
  • Criminal offence information (only where legally required or for safety/crime prevention)
  • Repairs and maintenance records
  • Communications with us (calls, emails, letters, Teams messages)

2.2 Employee & Applicant Data

  • Employment history and qualifications
  • Payroll and financial information
  • Performance, training, and conduct records
  • DBS checks (where required)
  • Health information (e.g., occupational health, reasonable adjustments)
  • CCTV and access logs
  • IT system usage logs (security and compliance)

2.3 Website & Marketing Data

  • IP address, device information, browser type
  • Cookie and tracking data
  • Form submissions and enquiries
  • Marketing preferences
  • Social media interactions

2.4 Special Category Data

We may process special category data where necessary, including:

  • Health information
  • Vulnerability indicators
  • Criminal offence data (limited and strictly controlled)

We process criminal offence data under Article 10 UK GDPR and Schedule 1 of the Data Protection Act 2018, including the substantial public interest conditions relating to safeguarding, crime prevention, and fraud prevention.

3. Lawful Bases for Processing

We process personal data under the following lawful bases:

3.1 Contract

To provide tenancy services, manage repairs, deliver customer service, and fulfil employment contracts.

3.2 Legal Obligation

Including but not limited to:

  • Health & safety
  • Crime prevention
  • Anti‑money laundering
  • Employment law
  • Regulatory reporting
  • Safeguarding obligations

3.3 Vital Interests

Where processing is necessary to protect someone’s life or prevent serious harm.

3.4 Legitimate Interests

For purposes such as:

  • Ensuring building safety
  • Preventing fraud or crime
  • Managing business operations
  • Improving services
  • Monitoring repairs performance
  • IT security and system monitoring

You can object to processing based on legitimate interests at any time by contacting our Data Protection Lead.

We conduct Data Protection Impact Assessments (DPIAs) for high‑risk processing, including new technologies, large‑scale special category data, and safeguarding‑related processing.

Balancing Test: We assess necessity, proportionality, and impact on individuals. We minimise data, restrict access, and provide opt‑out rights where appropriate.

3.5 Consent

Used only where required (e.g., marketing communications, optional cookies). Consent can be withdrawn at any time.

You can withdraw consent at any time by contacting our Data Protection Lead or using the unsubscribe link in marketing emails.

3.6 Special Category Data – Article 9 Conditions

We process special category data under:

  • Employment obligations
  • Vital interests
  • Substantial public interest (safeguarding, crime prevention, fraud prevention)
  • Legal claims
  • Explicit consent (rare and only when appropriate)

4. How We Use Your Data

We use personal data for:

  • Managing tenancies and property services
  • Repairs, maintenance, and contractor coordination
  • Customer service and complaint handling
  • Safeguarding and welfare checks
  • Crime prevention and fraud detection
  • Employment administration
  • Training, performance management, and HR compliance
  • IT security and system monitoring
  • Website analytics and service improvement
  • Marketing (where consent is given)

We do not sell personal data.

5. Automated Decision‑Making & AI

In line with the DPDI Bill, we provide full transparency about automated processing.

We do not make decisions that produce legal or similarly significant effects solely by automated means.

5.1 Automated Systems We Use

We may use automated tools for:

  • Affordability and tenancy eligibility checks
  • Fraud detection
  • Repairs triage and prioritisation
  • Website analytics
  • Marketing segmentation (consent‑based)

5.2 Your Rights

You have the right to:

  • Request human review of any automated decision
  • Challenge decisions made solely by automated means
  • Request an explanation of how the decision was made

We do not use AI to make decisions that produce legal or significant effects without human involvement.

6. Cookies & Tracking Technologies

We use cookies to operate our website, improve user experience, and analyse performance.

6.1 Types of Cookies

  • Strictly Necessary – required for site functionality
  • Analytics – measure usage and improve services
  • Functional – remember preferences
  • Marketing – only with consent

6.2 Cookie Consent

You can manage cookie preferences at any time through our cookie banner or browser settings.

6.2.1 We utilise Cookiebot by Usercentrics as our consent management platform

6.2.2. Cookiebot automatically categorises cookies and manages consent

6.2.3. Cookiebot logs consent and stores it securely

6.2.4. Users can withdraw or change consent at any time

6.2.5. Cookiebot may process IP addresses (anonymised) to provide the service

7. Sharing Your Data

We share data only when necessary and with strict controls.

7.1 Categories of Recipients

  • Repairs and maintenance contractors
  • IT service providers
  • Payment processors
  • Professional advisers
  • Local authorities
  • Emergency services
  • Regulatory bodies
  • Safeguarding partners
  • Debt recovery agencies (where appropriate)

7.2 Third‑Party Processor Requirements

All processors:

  • Are bound by UK GDPR‑compliant contracts
  • Must follow our instructions
  • Cannot use data for their own purposes
  • Must maintain appropriate security measures

We do not sell personal data.

8. International Data Transfers

We do not transfer personal data outside of the United Kingdom. All personal data is stored and processed within the UK.

If, in the future, any international transfers become necessary, we will ensure that appropriate safeguards are in place in accordance with UK GDPR, including (where applicable):

  • The UK International Data Transfer Agreement (IDTA), or
  • The UK Addendum to the EU Standard Contractual Clauses (SCCs), and
  • Transfer Risk Assessments (TRAs) to ensure equivalent protection.

9. Data Security

We use technical and organisational measures including:

  • Least‑privilege access controls
  • Encryption and secure storage
  • Multi‑factor authentication
  • Regular audits and penetration testing
  • Staff training
  • Secure disposal procedures
  • Incident response and breach reporting processes

10. Data Retention

We retain data only as long as necessary for:

  • Legal obligations
  • Contractual requirements
  • Safeguarding
  • Regulatory compliance
  • Legitimate interests

Headline retention periods include:

  • Tenancy records: 6 years after tenancy end
  • Financial records: 6 years
  • Repairs records: 6 years
  • HR records: 6 years after employment end
  • Safeguarding records: as required by law
  • CCTV: typically 30 days unless required for investigation

A full retention schedule is available on request.

11. Your Rights

You have the right to:

  • Access your data
  • Request correction
  • Request erasure (where applicable)
  • Restrict processing
  • Object to processing
  • Request data portability
  • Withdraw consent
  • Challenge automated decisions
  • Complain to the ICO
ICO Contact Details

Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF https://ico.org.uk/

Should you wish to make a complaint: https://ico.org.uk/make-a-complaint/

You may contact the ICO at any time.

12. How to Contact Us

Data Protection Lead

Post: My Future Living Strongvox House, Blackbrook Park Avenue Taunton, Somerset TA1 2PX

Email: [email protected]

Telephone: 01823 793420

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© 2026 My Future Living. My Future Living, a trading name of ReSI Property Management Limited, a company registered in England with registered number 13074164, registered office address Ground Floor, Strongvox House, Blackbrook Park Avenue, Taunton, Somerset, TA1 2PX.