You can use this page to access personal data held by Be One Homes:
Organisations can also access our disclosures process on this page.
To request access to your data, submit a disclosure request or to exercise any other data subject right, please email IG@beonehomes.com.
Read our Privacy Notice:
We’ve divided our Privacy Notice into a question and answer format to make it easier to digest.
Just tap on a question for further details:
Who are we?
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What personal data do we collect and why?
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Who do we share your personal data with?
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How long do we keep your personal data?
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Why do we conduct data matching?
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How do we keep your personal data secure?
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What rights do you have in respect of your personal data?
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How can you contact us about your personal data?
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Why are we not subject to Freedom of Information?
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When do we update this Privacy Notice?
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Read our Privacy Notice for the use of Electronic Signatures (eSignatures):
This privacy notice explains how we use your personal data when we issue tenancy agreements and related documents for electronic signature (eSignature) using DocuSign, including the production of a Certificate of Completion.
We’ve divided our Privacy Notice for the use of Electronic Signatures into a question and answer format to make it easier to digest. Just tap on a tab for further details.
- Last updated: 04/12/2025 Controller: Be One Homes (“we”, “us”)
- Controller: Be One Homes (“we”, “us”)
1. Purpose of this Processing
We use DocuSign to allow tenants and prospective tenants to securely sign:
- tenancy agreements
- tenancy variations
- Direct Debit instruction
- declarations and other housing-related documents
DocuSign allows us to:
- obtain legally valid electronic signatures
- confirm the identity of signatories
- reduce delays, errors, and security risks associated with paper processing
- maintain a tamper-evident audit trail for legal and compliance purposes
You may sign documents on your own device or on one of our managed mobile devices used by staff for in-person appointments.
2. What Personal Data We Collect and Process
When using DocuSign, we may process:
Personal data contained in tenancy documents:
- Name
- Address and contact details
- Date of birth
- Tenancy details (property address, rent, charges, tenancy type)
- Bank details (e.g., direct debit forms)
- Household details (where relevant)
- Any other information included in tenancy documents
Data generated by DocuSign:
- Email address used for sending envelopes
- IP address
- Time and date of each action (e.g. opened, viewed, signed and all other actions)
- Authentication method used
- Unique envelope ID and transaction ID
Certificate of Completion, which records:
- identity and email address of signers
- date/time of signing
- IP address
- signing events and status
- audit log and integrity checks
3. Lawful Basis for Processing
We rely on the following lawful bases under the UK GDPR:
- Article 6(1)(b) – Performance of a contract
Processing is necessary to prepare, issue, and enter into your tenancy agreement.
4. How We Use Managed Devices
If you sign documents using one of our staff-issued laptops, tablets, or mobile devices:
- The device is securely managed using enterprise controls (encryption, access restrictions, remote wipe).
- No documents are permanently stored on the device.
- Your signature is entered directly into DocuSign’s secure platform.
5. Who We Share Your Data With
We use DocuSign Inc. as a data processor under a Data Processing Agreement.
Signed tenancy documents are stored in our secured document management system.
We may also share signed documents with:
- Local authorities (e.g., housing benefit/council tax)
- Utility partners (where lawful and necessary)
- Internal teams who require access for tenancy management
- Auditors or regulators (where legally necessary)
We never sell your data.
6. Retention
In DocuSign:
Completed envelopes and audit logs are kept only temporarily:
We retain documents in DocuSign for 30 days after completion to allow processing and quality checks. They are then automatically deleted.
In our internal systems:
Signed tenancy agreements and supporting documents are retained according to our corporate retention schedule, typically:
- Six years after tenancy end (contract limitation)
Certificates of Completion are stored alongside the agreement in our internal systems for the same period.
7. Your Data Protection Rights
Under the UK GDPR, you have the right to:
- access your data (Subject Access Request)
- correct inaccurate information
- request deletion (where applicable)
- restrict or object to processing (in certain cases)
- receive your data in a portable format (where applicable)
To exercise these rights, contact:
Right to Complain:
If you are unhappy with how we handle your data, you can contact the Information Commissioner’s Office (ICO):
- www.ico.org.uk
- 0303 123 1113
