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Melin Homes – Privacy Notice


Melin Homes Limited is a registered social landlord in Wales.

Your privacy is hugely important to us here at Melin Homes. We want you to be confident that the information you give us when using our website or any of our services is safe and secure. In this Privacy Policy we'll explain what personal information we hold about you and how we use any personal data we collect about you when you use any of our services or when you visit our website.

We'll also tell you how and why we collect your personal info, your rights and choices when it comes to these details, as well as the steps we take to keep it secure and confidential.

1. Controller

Melin Homes Limited is the controller and responsible for your personal data (collectively referred to as “Melin”, “we”, “us” or “our” in this privacy notice).

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice or the our use of your personal information, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

Our full details are:

Full name of legal entity: Melin Homes Limited

Email address: Email our Data Protection Officer at

Postal address: Melin Homes Ltd, Ty'r Efail, Lower Mill Field, Pontypool, NP4 0XJ.

Telephone number: 01495 745910

You can also contact the Information Commissioner’s Office (ICO) via for information, advice or to make a complaint.

The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

  • Identity Data includes first name, last name, username or similar identifier, and job title.
  • Contact Data includes billing address, delivery address, email address and telephone numbers.
  • Financial Data includes payment card details.
  • Transaction Data includes details about payments to and from you.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data includes your username and password, preferences, feedback and survey responses.
  • Usage Data includes information about how you use our website, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

Special Categories of data

This may also be known as sensitive data. Special categories of data are those that reveals your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, or sex life or sexual orientation, or is genetic or biometric data used for the purpose of uniquely identifying an individual. We may ask you for health information to help us to make sure that we consider how suitable a property is to meet your needs. We may also ask for information from tenants or job applicants in order to monitor equality of opportunity. You are not required to provide this information if you prefer not to. Your decision not to provide this type of information will not be used against you. We will not use equality monitoring information to discriminate or make decisions about you.

3. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.

4. International transfers

Melin’s servers are based in the UK. Most of our processors are based in the UK or European Economic Area (EEA); we only use processors outside of the EEA where there are adequate safeguards in place, such as the US-EU Privacy Shield, approved standard clauses, or binding corporate rules.

Please Contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

5. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We take steps to keep your information secure:

  • Pseudonymisation – while not completely anonymous, the equalities monitoring data will not form part of your tenancy record.
  • Encryption – wherever possible our data is encrypted in transit and at rest. This means that if it is intercepted it cannot be decoded.
  • Data protection policies and procedures for employees.
  • Testing – we carry out regular integrity testing of our systems to combat cybercrime.
  • Our employees receive instructions on data privacy and regular training.

7. Glossary

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

The existence of automated decision making, including profiling, as well as the anticipated consequences for the data subject.
All our decision making includes human involvement and we do not carry out any automated decision-making (making a decision solely by automated means without any human involvement); or profiling (automated processing of personal data to evaluate certain things about an individual).

8. The right to lodge a complaint with the supervisory authority

If you have concerns about the way that Melin Homes is treating your personal data you may make a complaint to the ICO on this page of the ICO website.

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