Nuplace

Nuplace Ltd is committed to protecting your privacy and ensuring that your personal information is handled fairly, lawfully and transparently. This privacy notice explains how we collect, use, share and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the UK Data Protection Act 2018.

1. Who We Are

Nuplace Ltd is a wholly owned company of Telford & Wrekin Council that develops, owns and manages residential properties.

Data Controller: Nuplace Ltd

Contact Details:

Nuplace Ltd
Legal Services, Darby House
Lawn Central
Telford
TF3 4JA

Email: [email protected]
Telephone: 01952 384222

For data protection enquiries, please contact: [email protected]

Data Protection Officer
Email: Rob Montgomery, [email protected]

2. What Information We Collect

Depending on your relationship with us, we may collect the following:

Type of Data	Purpose for Collection
Name and contact details	We collect your name and contact details to effectively manage your housing services and fulfil our legal obligations as landlord. It enables us to verify your identity and communicate updates regarding rent, maintenance and emergency safety notices.
Address and previous address history	We collect your current and previous address history to perform background and credit checks, verify your identity and assess your tenancy applications. This information also helps reference past landlord and comply with anti-money laundering and housing regulations.
Date of birth	We collect your date of birth to verify your identity to confirm you meet the legal age requirements to sign a tenancy contract and prevent fraud.
National Insurance number	We collect your National Insurance number to run background checks, verify your employment status and help confirm your Right to Rent eligibility.
Employment and income information	We collect your employment and income information to assess your affordability, verify your ability to pay rent and ensure financial sustainability of your tenancy.
Financial and banking information	We collect your financial and banking information to assess your affordability, verify your ability to pay rent, ensure financial sustainability, set up direct debits, process your rent payments and manage security deposit returns.
Tenancy information	We collect your current and past tenancy information to meet our legal and contractual obligations, maintain accurate tenancy records, comply with relevant housing, regulatory and statutory requirements, review your landlord references, check your rental payment history and assess your suitability as a tenant.
Property maintenance and repair records	We collect your information to schedule necessary works, track safety inspections and maintain the health and safety of your home.
CCTV images where applicable	We collect CCTV images to monitor property security, prevent and investigate crime and ensure personal safety of our residents, visitors and staff.
Correspondence and communications with us	We collect this data to manage enquiries, resolve disputes and maintain accurate records.
Information you provide through forms, surveys or enquiries	We collect information provided though surveys to measure tenant satisfaction, improve our housing services and inform future property developments or community initiatives.
Information relating to complaints or incidents	We collect information relating to complaints or incidents to investigate your concerns, resolve ongoing disputes and ensure a safe and supportive community environment for all tenants.

In limited circumstances we may process special category personal data where permitted by law, such as health information where this is necessary to support tenancy management or property adaptations.

3. Why We Use Your Information

We use personal information to:

• Assess housing applications
• Manage and administer tenancies
• Collect rent and other payments
• Maintain and repair properties
• Respond to enquiries and complaints
• Manage customer relationships
• Prevent and detect fraud
• Meet legal and regulatory obligations
• Protect the health, safety and welfare of residents
• Manage insurance claims and legal matters
• Improve our services and customer experience

4. Lawful Basis for Processing

Under UK GDPR, we process personal data using one or more of the following lawful bases:

Legal Basis	Reason
Article 6(1)(b) – Contract	Where processing is necessary to enter into or perform a tenancy agreement or other contract with you.
Article 6(1)(c) – Legal Obligation	Where we are required to process information to comply with legal requirements.
Article 6(1)(e) – Public Task	Where processing is necessary because Nuplace is carrying out functions connected with its public ownership and housing responsibilities
Article 6(1)(f) – Legitimate Interests	Where processing is necessary for our legitimate interests and those interests are not overridden by your rights and freedoms.

Where special category data is processed, we will rely on an appropriate condition under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018, including:

• Employment, social security and social protection obligations
• Substantial public interest
• Health or social care purposes
• Establishment, exercise or defence of legal claims

5. Who We Share Information With

We may share information where necessary with:

• Telford & Wrekin Council
• Maintenance contractors and service providers
• Utility providers
• Managing agents
• Solicitors and legal representatives
• Insurers and insurance administrators
• Financial institutions
• Government departments and regulators
• Law enforcement agencies
• Courts and tribunals
• Auditors and professional advisers

We only securely share minimal personal information where there is a lawful basis to do so and appropriate safeguards are in place.

6. International Transfers

We primarily store and process personal data within the United Kingdom.

Where information is transferred outside the UK, we will ensure appropriate safeguards are in place as required by UK GDPR.

7. How Long We Keep Information

We will retain personal information only for as long as necessary to fulfil the purpose for which it was collected, satisfy legal and regulatory requirements, resolve disputes and enforce our agreements.

Retention periods are determined in accordance with our records management and retention schedules. For more information on this please contact [email protected].

8. Security of Your Information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, disclosure, alteration or destruction. These measures include:

• Access controls
• Secure storage systems
• Encryption where appropriate
• Staff training
• Data protection and information security policies

9. Your Rights

Under UK GDPR you have the right to:

• Be informed about how your data is used
• Access your personal information
• Request rectification of inaccurate information
• Request erasure in certain circumstances
• Restrict processing in certain circumstances
• Object to processing
• Request data portability where applicable
• Challenge decisions made solely by automated means where applicable

For more information on your rights please access the ICO website - A guide to individual rights | ICO

10. How to Make a Request

If you wish to exercise any of your data protection rights, please contact:

Data Protection Officer
Email: [email protected]

We may need to verify your identity before responding to your request. Please mark your referral with ‘Nuplace Data Protection’.

11. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: Information Commissioner's Office

Telephone: 0303 123 1113

12. Changes to This Privacy Notice

We may update this privacy notice from time to time. The latest version will always be available on our website.

Version: 1.0
Date: August 2026