If I use the resident email tool, where is the data I submit being stored?

HomeViews is the data processor not the data controller, which means that all emails submitted cannot be seen or controlled by us at HomeViews. 

Data is stored within our infrastructure hosted within the United Kingdom on a 3rd party cloud provider. Personally Identifiable Information (PII) will be stored for the purposes of the Resident Email Tool in the following ways:

1. Name and email address will be stored in the uploaded file for up to 48 hours or on completion of processing of the file for sending email requests, whichever occurs first.

2. Email addresses will be stored in our database for 14 days to provide spam protection services. Following this email address data stored for this purpose will be anonymised.

3. Email addresses will be stored in our database until deletion is requested by the user if they choose to opt out of the Resident Email Tool. This is to fulfil the obligation requested by the user to prevent contact.

4. Email addresses will be stored in data backups in respect of points 1-3 in line with our standard business contractual requirements. This is to fulfil audit and compliance requirements along with disaster recovery operations.

5. Email addresses will be stored by our sub-processor who provides email sending and delivery services. This data will be retained for 30 days by them and will then be pseudonymised and stored for up to a year in for security, fraud detection, anti-abuse and network protection purposes.