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Open Solutions (OSUK) Ltd Privacy Notice
Who we are
Open Door is a trading name of Open Solutions (OSUK) Ltd. OSUK is a subsidiary of Halton Housing, a charitable housing association.
Halton Housing is a registered provider of social housing, or housing association. We are regulated by the Regulator of Social Housing.
Halton Housing is a data controller of your personal data. This means we are responsible for collecting and using information about you so that we can deliver services to you.
About this Notice
This Notice lets you know how we use the information you give us.
We may change this privacy notice from time to time in order to reflect changes in the law and/or our privacy practices.
As well as this notice, we may provide you with other privacy notices in future to deal with specific occasions when we are collecting or processing personal information about you. It is important that you read all such privacy notices so that you are aware of how and why we are using such information
How to contact us
We have a dedicated Data Protection Officer (DPO). You can contact our DPO at firstname.lastname@example.org or in writing at:
Data Protection Officer
PO Box 631
What kinds of personal information about you do we process?
Personal information that we use includes, where relevant:
Personal information that we use includes, where relevant:
Sales/Shareownership/rent to buy
What do we use your personal data for and what are our legal grounds for this?
To arrange property viewings. This is necessary to enter into a contract with you.
To carry out landlord and credit reference checks. This is necessary to enter into a contract with you.
To respond to contacts you make with us regarding your contract with us. This is necessary to for the performance of the contract between you and us.
To set up and manage your tenancy. This is necessary to enter into a contract with you and for the performance of the contract between you and us.
To carry out inventory checks. This is necessary to enter into a contract with you, and for the performance of the contract between you and us
To deliver repairs and other works to your home and any communal areas. This is where necessary for the performance of the contract between you and us and meet our legal obligations.
To take rent payments and manage your rent account. This is necessary for the performance of the contract between you and us.
To take any legal action necessary for breach of tenancy. This may be necessary for the performance of the contract between you and us and in our legitimate interests.
In order to offer you a home for sale/shared ownership we need to understand your financial history and to understand your ability to make mortgage payments.
To process service charge payments and recover any service charge arrears. This is necessary to for the performance of the contract between you and us.
To issue annual service charge statements. This is necessary to for the performance of the contract between you and us.
To consult with you on major works. This is necessary to meet our legal obligations.
To recover any monies due for the cost of major works. This is necessary to for the performance of the contract between you and us.
To deliver our obligations for repairing communal areas. This is necessary to for the performance of the contract between you and us.
To respond to any enquiries or complaints you contact us about. This is necessary for the performance of the contract between you and us.
To take any action necessary for breach of your lease. This may be necessary for the performance of the contract between you and us and/or where it is in our legitimate interests to do so.
Sharing your data
When we use your data for the purposes described above, this may include sharing your data with third parties. We will only share your data where we have a legal obligation to do so, where it is necessary for the performance of a contract between you and us and/or it is in our legitimate interests.
The third parties we may share your data with include contractors, suppliers and service providers acting on our behalf to provide services to you. We may also share data with bodies such as the local authority, utility companies and DWP.
What should you do if your personal information changes?
You should tell us so that we can update our records. You can do this by emailing email@example.com
How long do we keep your information for?
We only keep your information for as long as it is needed. This is so that we can meet our operational needs and to meet any legal and regulatory requirements. We use guidance from the National Housing Federation to help us decide how long we should keep your information for.
How do we keep your data secure?
We hold all our data in a secure data centre and back it up to a separate disaster recovery site. Access to data is strictly controlled and monitored. All devices and servers are kept up to date with security patches and virus definitions. Our systems are regularly audited and tested to make sure that we are following procedures and to detect and address potential security risks.
What are your rights under data protection law?
Data Protection legislation provides rights for individuals over their data.
A list of these Rights, and more information about what they mean can be found at the Information Commissioner’s Office website, https://ico.org.uk/
Telephone: 08456 30 60 60 or 01625 54 57 45
Who can I complain to if I am unhappy about how my information is used?
You can complain directly to Halton Housing’s Data Protection Officer at firstname.lastname@example.org or in writing to:
Data Protection Officer
PO Box 631
OSUK Limited and its brand name Open Door aim to provide a good quality Property Management and Sales Service. However, if for any reason you are dissatisfied with the service you receive, we have a Complaints Procedure which should be followed to make a complaint.
Our Complaints Procedure is open to anyone who receives or requests a service from Open Door including Purchasers, Tenants, Leaseholders and staff from other businesses that we deal with.
It is accepted that most complaints will be made informally to front-line staff and will be resolved at this stage without the need for further action. If we receive a complaint from you and we feel it is appropriate in the circumstances, then we may telephone you in an attempt to resolve the matter immediately.
Complaints may include:
• Delays or failure to provide a service
• Dissatisfaction with our policies and procedures
• Perceived unhelpful behaviour or treatment by staff or contractors
If your complaint is not resolved informally, and you feel that you need to take the matter further and raise a formal complaint, please write to the address below setting out your concerns together with copies of any documentation which will help us to investigate.
Please title any complaint emails with the word ‘complaints’ within the subject.
It is Open Door’s objective to resolve your complaint to your satisfaction within this first stage of the formal complaint’s procedure. The complaint will be acknowledged in the first instance within 3 working days. The appropriate manager will work to address all your concerns, provide detailed explanation to the matters raised and, where necessary, offer appropriate resolution.
If you feel the matter needs to be taken further then, upon your request, the complaint will be escalated. The Managing Director will review your complaint and will aim to provide a response within 10 working days.
If you are not satisfied following the Managing Directors review & response, then you can refer your complaint to The Property Ombudsman.
Ombudsman Service, Property
It is a legal requirement for Open Door to offer access to an Ombudsman scheme if a dispute is not resolved to your satisfaction or, in any event, within 12 months from you notifying Open Door of your complaint.
The Property Ombudsman and their contact details are as follows:
The Property Ombudsman
43-55 Milford Street
Tel: 01722 333 306
By using the website www.opendoor-properterties.co.uk, you agree that we can store and access cookies, IP addresses and use other methods in order to collect website usage data and improve your online experience.
This can include information about your use of the website, the browser and device type you are accessing it from and the content you are browsing on our website.
Cookies are small files that are placed on your computer by websites that you visit or certain emails you open. They are widely used in order to make websites function properly, as well as to provide business and marketing information to the owners of the site.
Cookies are often used to promote content you have expressed an interest in on a website by viewing it. Cookies allow marketing teams to promote products and services you have viewed on a website to you after you have left the website.
Cookies are used for technical reasons to enable the efficient working of www.opendoor-propertirs.co.uk For example, to:
Cookies are used to gather statistics on how visitors use our site. For example, to:
Cookies are used to enable us to present appropriate messages to you. For example, to:
You can choose to opt out of this type of advertising permanently by going to http://www.networkadvertising.org/choices
Please note though, that if you delete your cookies too, we’ll no longer know that you’ve opted out, so the banners from our third-party will reappear when you visit other selected websites.
You may refuse to accept cookies by altering the settings on your internet browser (for example Internet Explorer, Chrome and Firefox). Please note that if you choose not to permit cookies some areas of our website may not function properly or be accessible.
Please note though, that if you delete your cookies:
Online behavioural advertising (also known as interest-based advertising) is a way of serving advertisements on the websites you visit and making them more relevant to you and your interests.
Shared interests are grouped together based upon previous web browsing activity and web users are then served advertising which matches their shared interests. In this way, advertising can be made as relevant and useful as possible. Relevant ads can also be delivered based upon the website content you have just been viewing. This is known as ‘retargeting’.
For more information refer to http://www.youronlinechoices.com/uk/
There are a number of sites which can help you opt out of online behavioural advertising from the third-party advertising agencies that operate online behavioural advertising for website publishers.
Please note that opting out of online behavioural advertising using those services:
It is worth noting that deleting browser cookies can remove your opt out preferences, so you may need to opt out again.
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