Last updated April 2021
We at Glide respect and are committed to protecting your privacy. This Privacy Notice explains how, where, why and when we use your personal data. This Notice also gives advice of your rights regarding your personal data.
In this Privacy Notice Glide, means any of our Group companies including but not limited to:
Glide Student & Residential Ltd,
a company registered and incorporated in England and Wales. company number 03188615
Glide Utilities Limited,
a company registered and incorporated in England and Wales, company number 06194523
Glide Business Limited,
a company registered and incorporated In England and Wales, company number 06489468.
As a Data Controller, we are responsible for the personal information about you that we collect, receive, store, share, transfer and the means under which we process your data. All personal data that we hold about you will be processed in accordance with the Data Protection laws including General Data Protection Regulations 2016/679 (GDPR), Privacy & Electronic Communications (EC Directive) Regulations 2003 and Data Protection Act 2018 and any subsequent legislation.
We will periodically update this Privacy Notice. We will post any updates to the Privacy Notice to this page and if the changes are material will also provide a prominent notice by sending an email notification. While we will notify you of any material changes, we encourage you to review this periodically.
Glide are responsible as the Controller of the data that we collect about you. Glide is responsible for the collecting, the determination and the purpose for which and the means by how your personal information is processed.
A third party that processes your data on our behalf subject to the applicable data sharing agreements or provisions within the contracts.
Personal data is any information relating directly or indirectly to a living individual. This information includes things such as name, address, location data, MAC address, IP address and other online identification factors such as social media identifiers. It also relates to any factors specific to the physical, physiological, genetic, biometric or cultural identifiers of the individuals.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.Who Collects the Information?
Glide takes the responsibility for the privacy and security of your personal data very seriously. This Privacy Notice tells you what to expect when we collect and process your personal data. We will ensure that:
- Any personal data that is provided to us either directly or via a third party is kept secure
- That we will ensure that we apply all the safeguards we need to protect your data – physically and digitally
- to collect only the information that we need to provide the service to you
- to limit the access to the data collected, and only individuals that require access to your data will be able to have access to the data.
- We are clear about the reasons for collecting and processing the data
- We will not do anything that you would not expect.
This Privacy notice outlines:
- How we use personal data
- What personal data we process
- Why we need it
- Who we might share it with?
- How long we may retain the data for
You have the right to complain to the Information Commissioner’s Office (ICO) if you have a concern about how we process your personal data and you can do this via www.ico.org.uk.
If you have any questions or concerns about the information contained in this privacy notice or more generally regarding anything to do with your personal data and data protection including making a Data Subject Access Request, please contact:
Data Protection Officer
Unit 1 Rivermead Court, Kenn Business Park, Windmill Road, Clevedon, BS21 6FT
What Personal Data do we process?
The personal data that we collect, and process will depend on the services and products that we provide you and our interactions with you. We only collect personal data for clear and specific and legitimate purposes. We will always notify you of any material changes to information we collect or to the purpose that we will collect and process it. We may also receive your personal data from third parties. We explain the different ways that we use your personal data below.
Information that we collect if you browse our website
We also collect information if you register to use our service via one of our websites.
We may also collect information if you post material to our website, complete customer surveys or other forms on our website. The information we collect in this scenario is the personal data provided by you. This normally includes:
- Your name
- Your address
- Your email address
- Any other information that you send us in the context of your message or survey competition
If you register for a Residential, or Student Service
During registration or service initiation we ask for some basic information about you to enable us to provide the internet and any additional services. We request your correct name and correct email address to enable us to provide the services. Failure to do so can lead to a disruption in the services we provide.
We collect the following information at registration:
- Your name
- Your email address
- Your location including address and room/flat numbers
- Telephone number
- Security question and security answers.
- Date of Birth
- Social Media identifiers
We may also collect the MAC address of your devices to evidence which are connected to the service. We use this information to help us identify and support you, especially should you have reason to contact the service desk.
If it is necessary to take a payment from you then we will collect the applicable information regarding this as well.
Information we collect if your work for one of our Business Customers
If you work for one of the companies that receives our services or we have a formal contract with, we will collect the following information:
- Your name
- Your business email address
- Your telephone numbers including mobile number
- Your location
- Information on your job role
If you are subscribed to one of our mailing lists Glide will collect the following information to enable us to provide the requested service.
- Your name (first and surname)
- Your company
- Your email address
- Your job title
- Your communication preferences
If you apply for a role with Glide, we will collect the following information to enable us to process your application and to provide you with additional information:
- Your Name (first and surname)
- Your contact details (including postal address, email address and contact numbers)
- Other personal data including gender and date of birth
- Special category data including medical or disability information
- Other information that is relevant to processing your application such as qualifications, RTW, and career history and experience
Where we request special category data there is always the option not to provide this.
Depending on your settings and privacy policies for social media and messaging service services like Twitter might give us permission to access personal data about you from those accounts or services.
Children’s personal data
Persons aged under 13 should not use our services. If you issue relates to someone under the age of 13 then please contact our DPO on DPO@glide.co.uk
Legal bases for processing your Personal Data
Whatever we do with your information we need to have a legal basis for doing it. The legal bases that we normally rely on are:
- Legitimate interest
- Performance of contract
- Legal obligation
- To protect the vital interests of a data subject or another natural person
- Public Interest
We have a legitimate business interest to hold and process your personal data to enable us to perform our genuine business interests. Most individuals would expect us to process their data in this way. When we rely on this lawful basis to process your data, we will have assessed that the use of your data is fair and that our processing would not override your right to privacy.
We rely on the lawful basis for legitimate interest for a number of processes, including but not limited to the following:
- To authorise your access to our network
- For research purposes and to understand why you left us. For example, we may conduct customer surveys about the services we provide you.
- For access to our website and to ensure that this is an appealing, technically functioning and user-friendly website and to ensure the security of the website.
- To notify you by email when we are undertaking any maintenance that may affect the service, we provide
- To confirm your identification when you call our support team
- To deal with support issues you raise
- To take and process payments
- To improve our services, in the majority of these incidents we will attempt to use anonymised or aggregated data. For example, we may carry out experiments or pilot projects in relation to location based services to better understand what value added services we can provide to you and our building operators.
- To ensure our network and services are kept secure
- Where we have appropriate permissions to undertake marketing of our products and services
- To manage our agreement s and to resolve any disputes relating to it
- To disconnect your service when informed by the accommodation provider due to rent arrears
- To protect our network against cyber attacks
- To defend ourselves in legal disputes
- To record calls for the legitimate business interest of monitoring or training purposes
- To collect information from third parties to generate leads and to further understand the market we operate in
- To manage credit and credit related services
- At industry and trade events we may also collect personal information on people who have either expressed an interest in our services or provided their business card
- We will also use limited company data to understand the commercial viability and market for our services. We may contact you to discuss this and any other services that you might be interested in
Performance of Contract:
We rely on the lawful grounds of performance of contract for a number of purposes including but not limited to:
- To fulfil our obligations as defined by the contract that we hold with you
- To confirm your identity when you call our support team
- To deal with any support issues you raise
- To take and process payments
- To manage our agreements and any disputes that may arise
- To administer and provide the services contracted
- When we are preparing and carrying out service reviews
- As part of the management of procurement and finance including credit control
- To manage our contracts with the applicable companies and to respond to any complaints or queries relating to the contractual relationship
We rely on the lawful ground of a legal obligation
- To comply with any legal or regulatory obligations (such as to demonstrate we have billed you and dealt with any complaints correctly).
- To comply with any legal proceedings
- To comply with any requests from law enforcement agencies including the police and other government bodies.
- we may share personal data when the disclosure of the data will meet applicable laws, regulations or legal processes. We may also disclose this information when detecting, preventing or addressing fraudulent activities and other types of security issues. Where relevant, this information may be shared with regulatory bodies, credit reference agencies Police, social services and other organisations that we may deem necessary on the circumstances.
- We may occasionaly rely on the lawful grounds of protection of vital interests of the data subject or another natural person.
- We may occasionaly rely on the lawful grounds of Public Interest, where for the benefit of the public we need to process your personal data. Examples of this include where the processing is necessary for humanitarian purposes including the monitoring of epidemics.
- Personal data will be processed for marketing purposes.
- We rely on consent for direct marketing purposes, for example to call you about offers regarding our products or to send you emails about promotions on our services. You can withdraw your consent at any time as outlined below under ‘Direct Marketing’.
How we Collect information
We may collect this information directly from you using online registration forms or telephone calls.
We may collect some information indirectly by your use of our services and websites.
We may gather some of this information from your landlord, letting agency or other third parties as applicable.
We may collect biometric information in the form of CCTV images or photographs. CCTV is only used for the prevention, detecting and investigation of unauthorised activities on our premises. The footage will be reviewed in according with any investigation. Images of individual in the normal course of events will be automatically written over after a period of 30 days. We process this biometric information under Legitimate interest with the additonal lawful basis of public interest.
We may collect your energy consumption & generation information for both gas and electricity (where available), energy tariff information containing information of the price you are charged for energy consumed and Information identifying the energy meter (number, location, type). The information we collect from your smart meter may be a as frequently as every 30 minutes and collected information will be used to understand your energy consumption. The information collected may also be used within our internal processes to better understand the efficiency and effectiveness of the properties we managed, helping to improve properties, reduce energy costs and, ultimately, carbon emissions.
Sharing of Information
- We may need to share some of your personal data with other parties, such as our suppliers or third parties, these third parties will have signed confirming that they will adhere to the GDPR and DPA 2018, and have the appropriate security training and safeguards in place to protect your personal data.
- External processing – we may share some personal information to other trusted businesses or persons to process information, based on our instructions and in compliance with this notice and other security measures.
- We may share your data with payment providers. We use Sage Pay and Worldpay to process our payments.
- With other suppliers – we may share information with your previous or new suppliers to allow us to transfer your services (such as information about meter readings and equipment or charges you owe your previous supplier). (if applicable)
- With N3rgy data service (https://data.n3rgy.com). N3rgy is used by Glide to interface with the national smart meter systems in order to collect, store, manage and share with Glide your Smart Meter data. This service uses the Smart Energy Code (https://smartenergycodecompany.co.uk/) Party credentials and Party ID of its parent, N3RGY LIMITED, incorporated and registered in England and Wales with the company number 11203504 whose registered office is at 4 Ovington Drive, Fleet, United Kingdom, GU51 1DF.
- With parties interested in your meters – If we suspect someone has committed fraud or stolen energy by tampering with your electricity or gas meters or by diverting the energy supply, we will share this information with Ofgem and other people who are interested (such as energy suppliers, landlords and housing associations).
- With organisations that may be able to help you – If we believe that you (or a member of your household) need extra care (for example, because of your age, health, disability or financial circumstances), we may record and share this information with:
- social services, charities, health care and other support organisations, if we believe at any time that they may be able to help you, or the other members of your household, by making sure there is a gas or electricity supply to your home
- other energy suppliers if we believe you are considering changing supplier
- the relevant gas transporter, metering agents or network operator
- Where we may occasionally employ other companies and individuals to perform functions on our behalf, we will ensure that they are risk assessed and subject to written agreements with us stating how they can use your information. We ensure that they are complaint with applicable data protection laws and regularly audit their processes.
- Potential buyers of some or all of our business or on a re-structuring. Where possible, personal data will be anonymised.
- Government bodies as defined by law or other regulations, including but not limited to the Police, HMRC, NHS, Public Heath England
If you are a student or residential customer, we may share your name, and location, with your accommodation provider in relation to any open or closed support tickets. We may also share these details with them if we anticipate that your service experience is impacted by something and we are unable to reach you. This is so that your accommodation provider can also contact you to help us ensure that you receive a good service and the appropriate support to resolve these issues. We may also share pseudonymised information on your usage with your accommodation provider if there is a legitimate business reason to do so. We may also share you information with your accommodation provider if required to do so as part of the contractual agreements.
Credit Reference and Fraud Prevention Agencies
When you join Glide, we may check your details with one or more credit reference and fraud prevention agencies to help us decide whether there is a risk that you may not pay your bills and also to help us make decisions about the goods and services we can offer you.
We may search at credit reference and fraud prevention agencies for information about you and all the people you are applying with. If you are providing information about other people on a joint application, you must make sure they agree that we can use their information to do this. If you give us false or inaccurate information and we suspect fraud, we will pass your details to credit reference and fraud prevention agencies. Law enforcement agencies (such as the police and HM Revenue & Customs) may receive and use this information.
We may also see and use information about you that the credit reference and fraud prevention agencies provide to:
- check details on applications you make for credit and credit-related services
- check your identity
- prevent and detect fraud and money laundering
- manage credit and credit-related accounts or services
- recover debt
- check details on proposals and claims for all types of insurance
- check details of employees and people applying for jobs with us
- When credit reference agencies receive a search from us, this may be recorded on your credit file whether your application is successful or not.
If you have an account with us, we may give details of it and how you manage it to credit reference agencies. If you have an account and do not repay money you owe in full or on time, credit reference agencies will record this debt. They may give this information to other organisations and fraud prevention agencies to carry out similar checks, find out where you are and deal with any money you owe. The credit reference agencies keep records for six years after your account has been closed, you have paid the debt or action has been taken against you to recover the debt.
We may see and use information from other countries that is recorded by fraud prevention agencies.
If you want to see what information credit reference and fraud prevention agencies hold about you, you can contact the following agencies in the UK. The information they hold may not be the same, so it is worth contacting them all.
Profiling/creating of aggregated and anonymised data
Occasionally we may use your personal information to create aggregated and anonymised information. Nobody can identify you from that information and we’ll use it to:
- Make sure our network is working properly, and continuously improve and develop our network and products and services for our customers
- Provide other organisations with aggregated and anonymised reports.
We have a legitimate interest in generating insights that will help us operate our network and business or would be useful to other organisations.
Where your information may be held and any security and sharing of personal data outside the EEA
We ensure that appropriate security measures are in place when handling your personal data. Occasionally we may share your information with third party suppliers that operate outside of the EEA. We will ensure that these suppliers adhere to the same stringent level of security and protection of your data as it does whilst in the UK
Information may be held at our offices and those of our group companies, and third-party agencies, service providers, representatives and agents as described above.
How long we keep your information
We only retain your personal information for as long as is necessary or in accordance with our legal or regulatory obligations. Wherever possible we will obfuscate the data to ensure that we always minimise the information that we store.
If you are a residential or student customer, we will retain your data for the duration of the contractual relationship. We will retain your personal data including financial records for a period of 6 years after the termination of the contract.
We retain your data for the following reasons:
- Allow us to complete financial audits
- To identify returning customers
- To enable us to analyse product and trend analysis
- To meet and demonstrate our compliance with our legal and regulatory obligations
- To ensure that we can defend and manage any legal claims
- We retain payment records for 6 years after the financial year that the transaction has occurred. We hold the financial information for the auditing purposes. We only retain your customer account number and the information that is necessary for us to defend and manage any legal claims or disputes in respect of those payments.
- If you work for one of our corporate customers that we will retain your data whilst we manage your account and for the retention period of normally 6 years post termination of any contractual agreements, unless otherwise stipulated within the contract
If you have enquired about our services or are a prospective customer, we will have taken some of your personal details whilst we deal with your enquiry. We will retain your details for 12 months unless you enter into a contract with us in the interim. if you do not want to be contacted about our services during this period then you have the right to opt out of marketing communications.
Where we need to hold information for longer, we will only hold what is necessary to fulfill our obligations.
You have a number of important rights under the applicable data protection legislation. When you request to exercise one of those rights, we may ask for confirmation of your identify, this is just another way in which we are protecting your personal data.
You have the following rights over your personal data:
The right to request:
- Access to your personal data free of charge, unless the request is unfounded or excessive
- Correction of your personal data if it is inaccurate or incomplete
- To have your personal data deleted or removed where there is no good reason for processing to continue.
- Processing of your data to be restricted, subject to certain criteria.
- Your data is moved, copied or transferred to another platform subject to certain criteria
We have one month to respond to these requests. In some circumstances we may require an extension to this time frame. In some circumstances we may refuse your request under your data rights. We will inform you of the reasons for our refusal
Please contact our Data Protection Officer (DPO) should you want further information on any of your rights
You have the right to object to us processing your personal data for direct marketing purposes. If you would like to stop receiving our marketing communications, please contact us on firstname.lastname@example.org.
Please contact our Data Protection Officer (DPO), whose contact details can be found below: if you have any questions with about this notice.
How to complain
We trust that our Data Protection Officer can resolve any query or concern that you may raise about the use of your information. If not, please contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
Data Protection Officer Contact
Name: Data Protection Officer
Address: 1 Rivermead Court
Regional numbers we may use to contact you
We’re a national company with a presence in all major UK city & towns. We require multiple contact numbers in order to provide a localized service for current & potential customers.
- Birmingham – 01212278631
- Birmingham – 01216474697
- Brighton – 01273020757
- Bristol – 01172444156
- Canterbury – 01227209990
- Cardiff – 02921672898
- Derby – 01332973070
- Leamington Spa – 01926353499
- Leeds – 01134687120
- Leicester – 01162168235
- Liverpool – 01513057190
- London – 02038704956
- Loughborough – 01509274475
- Manchester – 01616969780
- Newcastle – 01913385390
- Portsmouth – 02382147995
- Sheffield – 01144780170
- Swansea – 01792341310
- York – 01904238299