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Privacy Statement
Web sites covered
Information collected
Use of information collected
Public forums, refer a contact, and customer testimonials
Sharing of information collected
Communications preferences
Correcting and updating your information
Changes to this Privacy Statement
Contacting us
Mosaic World United Kingdom Ltd. (“Mosaicworld,” “we,” “us,” “our,” or the “Company”) undertakes to protect the privacy of persons who visit the company's websites ("Visitors"), persons who register for the Services such as described below (“Customers” or clients) and persons who register to participate in corporate events (“Participants”).
This Privacy Statement describes how Mosaic world deals with privacy issues related to the use of the Company's websites and the applications and services that Mosaicworld offers (collectively, the “Services”). This Privacy Statement explains which data is processed for which purpose and what the legal basis is.
Physical, technical and organizational measures have been taken to protect your personal data. We reserve the right to make changes to this privacy statement. The current privacy policy can be consulted online at any time via our website. Except as set forth in this Privacy Statement, we will not disclose your information to third parties without your permission unless we are required by law to do so, for example, by a court order or to prevent fraud or other crime.
By submitting information on our website and reading this Privacy Statement, you agree to the processing of this data about you by us and the product providers. If you have any questions or complaints regarding Mosaic world's privacy statement or related practices, please contact us at privacynotice@mosaicworld.eu.
Address
1 Princeton Mews, 167-169
London Road, Kingston Upon Thames, England, KT2 6PT
1. Web sites covered
This Privacy Statement applies to the handling of data that refer to this privacy statement. In this privacy statement, we explain how our company collects, uses, shares, and secures your personal information related to the Services that refer to this privacy statement (collectively referred to as “Mosaic world’s Web sites” or “the Company’s Web sites”). Mosaic world’s Web sites may contain links to other websites. Mosaic world is not liable for the content of external websites. The company encourages you to review the privacy statements of other websites to understand their information practices.
2. Information collected
The legal basis for collecting and processing the below data is contractual: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
For more information, see the website https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/
Data Subject - Applicant
| Data type | Reason why we store data / use the data | Retention period after application |
|---|---|---|
| Name and contact details | To contact Applicant and send Marketing invitations to view properties that you have not selected, of which Mosaicworld believes will suit your search | 12 months |
| Date of birth | Check the age is above 18 | 12 months |
| Current Address | To perform a credit check. This forms part of the vetting criteria to become a guardian/tenant. | 12 months |
| Employment status | This forms part of the vetting criteria to become a guardian/tenant. | 12 months |
| Partner status | To find out if Mosaicworld can accommodate the Partner | 12 months |
| Partner email | To then contact Applicant Partner in relation to offering accommodation. | 12 months |
| CCTV video | Some of our sites (no all) have additional security in the form of CCTV | 7-14 days regardless of application date. |
Data Subject – Tenant/Guardian
| Data type | Reason why we store data/ use the data | Retention period after tenant/ guardian has left |
|---|---|---|
| Name and contact details | To contact Applicant | 1 year |
| Date of birth | Check the age is above 18 | 1 year |
| Photo ID (e.g. copy of passport) & Nationality | To confirm your identity and check that you are legally allowed to live and work/study in the country. This is part of the Tenant vetting criteria. | 1 year |
| Visa (if needed) | To verify that you are legally allowed to live and work/study in the country. This is part of the Tenant/Guardian vetting criteria. | 1 year |
| Current Address | To perform a credit check. This forms part of the vetting criteria to become a Tenant/Guardian. | 1 year |
| Credit check | To see if you have a good history of paying, this is part of the Tenant/Guardian vetting criteria. | 1 year |
| If appropriate, Guarantor name & contact information | In connection with payments, someone can stand surety. | 1 year |
| Employment status and details. | This forms part of the vetting criteria to become a guardian. | 1 year |
| Bank Details | Set up payment of accommodation Fee and to pay back Damage Security Payment | 1 year |
| Address of previous properties from last 5 years and Employment Details of last 5 years | This forms part of the vetting criteria to become a guardian and this information adheres to the Code of practice: BS 8584:2015 Vacant property protection services. | 1 year |
| Registration Civil Affairs | Must be sure that the borrower/tenant/Guardian is registered | n/a |
| Educational institution registration (if necessary) | Proof of registration from the educational institution is required for certain contracts. This is part of the selection criteria. | n/a |
| Income statement tax (if necessary) | To see if you are eligible for social housing. This is part of the selection criteria. | n/a |
| Income registration form (if needed) | Testing whether appropriate allocation can be made. This is part of the selection criteria. | n/a |
| Historical extract GBA (if necessary) | This is part of the selection criteria. | n/a |
| Chamber of Commerce registration (if necessary) | This is part of the selection criteria. | n/a |
| Contact information / Next of Kin name & contact information | In case of emergency, being able to approach a contact person. | 1 year |
| Pay slips (or equivalent) / Last three payrolls | Business need - to manage the payments | 1 year |
| Financial information including Invoices, credit history | Business need – to manage the payments | 6 years (HMRC regulations) |
| Signed Licence Agreement | Business need - to manage the properties | 7 years (tax reasons) |
| Financial documentation - Employed: Employment contract + Working life | This is part of the Guardian vetting criteria. | n/a |
| Financial documentation - Self-employed: Previous year income statement + Model 130: income tax quarterly statement of income and expenses + Model 303: VAT, quarterly VAT return + Certificate of being up to date with Social Security | This is part of the Guardian vetting criteria. | n/a |
| Financial documentation – Student: Data of the solidarity guarantee + Valid proof of enrolment from the academy or university. | n/a | |
| Financial documentation: File of delinquent tenants + Certificate of no banking incidents | Business need - to manage the payments This is part of the Guardian vetting criteria. | n/a |
| References old landlords | To verify past accommodation. This is part of the Guardian vetting criteria. | n/a |
| Criminal record certificate: | This is part of the Guardian vetting criteria. | n/a |
| CCTV video | Some of our sites (no all) have additional security in the form of CCTV | 7-14 days regardless of guardian left date |
Data Subject – Potential Client
| Data type | Reason why we store data/ use the data | Retention period after enquiry |
|---|---|---|
| Name and contact details | To contact Client. Marketing will send you from time to time other information relating to your original request. All communication has an opt-out function. | Until you opt out |
| Work address | To send correspondences | Until you opt out |
| CCTV video | Some of our properties (not all) have additional security in the form of CCTV | n/a |
Data Subject – Client
| Data type | Reason why we store data/ how we use data | Retention period after client has left |
|---|---|---|
| Name and contact details | To contact Client Marketing campaigns | 3 years |
| Work Address | To send correspondences | 3 years |
| Correspondence | Business need - to manage the service | 3 years |
| Bank Details | Set up payments | 3 years |
| Property Details (including inspection reports) | Business need - to secure the properties | 3 years |
| Financial information including Invoices, credit history | Business need – to manage the payments | 7 years (HMRC regulations) |
| Signed contract (offer letter) | Business need - to secure the properties | 7 years (tax reasons) |
| CCTV video | Some of our sites (no all) have additional security in the form of CCTV | 7-14 days regardless of client handback date |
Data Subject – Employee Applicant
| Data type | Reason why we store data/ how we use data | Retention period after client has left |
|---|---|---|
| Name and contact details | To contact staff | 1 year |
| CV | Business need – investigating suitability for role / verifying experience | 1 year |
| CV | Talent pool (applicant gives prior consent) | 1 year |
| Date of birth | Check the age is above 18 | 1 year |
| Photo ID (e.g. copy of passport) & Nationality | To confirm your identity and check that you are legally allowed to live and work/study in the country. This is part of the Staff vetting criteria. | 1 year |
| National Insurance Number | To confirm your identity | 1 year |
| Visa (if needed) | To verify that you are legally allowed to live and work/study in the country. This is part of the Staff vetting criteria. | 1 year |
| Advertising documents | Dequacing | n/a |
Data Subject – Employee
| Data type | Reason why we store data/ how we use data | Retention period after client has left |
|---|---|---|
| Name and contact details | To contact staff | 7 years |
| Date of birth | Check the age is above 18 | 7 years |
| Photo ID (e.g. copy of passport) & Nationality | To confirm your identity and check that you are legally allowed to live and work/study in the country. This is part of the Staff vetting criteria. | 5 years |
| BSN / National Insurance Number / Social insurance number | To confirm your identity and to set up wage payment. | 7 years |
| Visa (if needed) | To verify that you are legally allowed to live and work/study in the country. This is part of the Staff vetting criteria. | 7 years |
| Current Address | To perform a credit check. This forms part of the staff vetting criteria. | 7 years |
| Driving Licence | To check if staff have a current and valid licence whilst driving the company vehicles. | 2 years |
| Credit check 5 years history verification CRB Check Driving Licence 2 Character References Criminal & Civil Records 2 Proofs of Address (Utility Bill & Bank Statement) | To perform screening process as specified in BS 7858-2012 - staff screening. | 7 years |
| Bank Details | To pay wages | 7 years |
| Next of Kin name & contact information | In cases of emergencies, were Mosaicworld needs to contact a employees Next of Kin. | 7 years |
| Wages (payroll) + Bonuses + Pension + Expense Information | Business need – verifying payment made By Law - HMRC regulations | 6 years |
| Appraisals / Performance Review / Disciplinary History | Business need – verifying and tracking performance and development | 2 years |
| Attendance records: Absences + Maternity / paternity | Business need – verifying performance By Law | 2 years |
| Personal accident/injury claim | Business need – preventing further accident/injury By Law | 11 years |
| Training records | Business need – verifying training needs (performance and development) | 5 years |
| Employment contract | Business need – verifying terms of employment | 2 years |
| CCTV video | Some of our sites (no all) have additional security in the form of CCTV | 7-14 days regardless of Staff left date |
Data Subject – Supplier
| Data type | Reason why we store data/ how we use data | Retention period after client has left |
|---|---|---|
| Name and contact details | To contact Supplier Applicant | 1 year |
| Financial information including Invoices, Credit history | Business need – to manage the payments | 6 years (HMRC regulations) |
| CCTV video | Some of our sites (no all) have additional security in the form of CCTV | 7-14 days regardless of when the Supplier has delivered the product or service |
Data Subject – Website Visitor
| Data type | Reason why we store data/ how we use data | Retention period after client has left |
|---|---|---|
| Name and contact details | To contact Website Visitor about their enquiry | 1 year |
| Enquiry details | To answer and help the Website Visitor with their enquiry | 1 year |
Mosaic world does not always process all of the above personal data. That depends on which services the customer purchases / wishes to purchase and which functionalities the customer uses on the company's website.
When you use the company's services, Mosaic world may also collect information by using commonly used information collection tools, such as cookies or Google Analytics ("Website Navigation Data"). Website Navigation Data includes standard information about your web browser (such as browser type and browser language), your IP address, and the actions you perform on the company's websites (such as the visited Web pages and clicked links).
Video Images NL
CCTV cameras are set up for security purposes on the sites of Mosaic world Clients.
The images are stored locally and temporarily stored for a maximum of 28 days in accordance with the 'regulation of Article 151c of the Municipalities Act'. The stored images are kept with an accredited third party, they are only viewed in case of damage or suspected misconduct and at the request of the police and judicial authorities. If the police or judicial authorities request the images then they are kept until the incident is resolved. There is a possibility that there are one or more points in the building that can be viewed live.
3. Use of information collected
Personal data, of the Data Subject is processed for the following purposes:
entering into agreements;
to execute agreements with the Data Subject in the field of rental and loan;
informing the Data Subject;
ensuring the safety of the property of the Company and the person concerned, more specifically the prevention of criminal offenses and illegal activities;
approaching Data Subjects for marketing purposes;
improving the Company's offline and online services.
The legal basis for collecting and processing the below data is contractual: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
For more information, see the website of the Dutch Data Protection Authority: (link: https://autoriteitpersoonsgegevens.nl/nl/onderwerpen/algemene-informatie-avg/mag-u-persoonsgegevens-verwerken#wanneer-mag-u-zich-baseren-op-de-grondslag-uitvoering-overeenkomst-6332).
4. Public forums, refer a contact, and customer testimonials
Mosaic world may provide bulletin boards, blogs, or chat rooms on the company’s websites. Any personal information you choose to submit in such a forum may be read, collected, or used by others who visit these forums, and may be used to send you unsolicited messages. Mosaic world is not responsible for the personal information you choose to submit in these forums.
Customers/clients and visitors may elect to use the company’s referral program to inform contacts about the company’s websites and services. When using the referral program, the company requests the contact’s name and email address. Mosaic world will automatically send the contact a one–time email inviting him or her to visit the company’s websites. Mosaic world does not store this information.
Mosaicworld posts a list of customers/clients and testimonials on the company’s websites that contain information such as customer names and titles. Mosaic world obtains the consent of each customer/client prior to posting any information on such a list or posting testimonials.
5. Sharing of information collected
Service Providers
Mosaic world may share Data about Mosaic world, visitors, customers and attendees with the company’s contracted service providers so that these service providers can provide services on our behalf. These service providers are authorized to use your personal information only as necessary to provide the requested services to us. Without limiting the foregoing, Mosaicworld may also share data about Mosaic world Visitors, customers and attendees with the company’s service providers to ensure the quality of information provided, and with third–party social networking and media websites, such as Facebook, for marketing and advertising on those websites. Unless described in this Privacy Statement, Mosaic world does not share, sell, rent, or trade any information with third parties for their promotional purposes.
Third Parties
Section 4 of this Privacy Statement, Google Analytics, specifically addresses the information we or third parties collect through cookies and web beacons, and how you can control cookies through your webbrowsers. We may also disclose your personal information to any third party with your prior consent.
Compelled Disclosure
Mosaic world reserves the right to use or disclose information provided if required by law or if the company reasonably believes that use or disclosure is necessary to protect the company’s rights and/or to comply with a judicial proceeding, court order, or legal process.
6. Communications preferences
Mosaic world offers visitors, customers/clients, and attendees who provide contact information a means to choose how the company uses the information provided. You may manage your receipt of marketing and non-transactional communications by clicking on the “unsubscribe” link located on the bottom of the company’s marketing emails. Additionally, you may unsubscribe by contacting us using the information in the “contacting Us" section below.
7. Your Rights as a Data Subject
As a data subject, you have the following rights:
The right to know whether and which of your personal data is processed;
The right to inspect and copy that data;
The right to correction, addition or deletion of data if necessary;
The right to request (partial) destruction of your data. This can only be met if the retention of the data is not of considerable importance to the Company and the data must not be retained on the basis of a statutory regulation;
The right to object to the processing of your data in certain cases;
The right to data portability.
If you would like to exercise your rights, please notify your request by email to privacynotice@mosaicworld.eu
In order to prevent misuse, we ask you to adequately identify yourself in a written request for access, for example by sending a copy of a valid ID.
Don't forget to shield the citizen service number and passport photo on the copy.
8. Changes to this Privacy Statement
Mosaic world reserves the right to change this Privacy Statement. Mosaic world will provide notification of the material changes to this Privacy Statement through the company’s websites at least thirty (30) business days prior to the change takinc effect.
9. Contacting us
Questions regarding this Privacy Statement or the information practices of the company’s websites and services should be directed to: privacynotice@mosaicworld.eu
Pursuant to privacy legislation, you also have the right to file a complaint with the Information Commissioner’s Office.
This can be done via the website: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/