Privacy Notice

This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will process your personal data.

Who we are

Your personal information will be processed by Cassiltoun Housing Association. This privacy notice covers Cassiltoun Housing Association and subsidiaries, each of whom processes your personal information for different purposes.

We are notified as a Data Controller with the Office of the Information Commissioner under registration numbers:

Cassiltoun Housing Association - Z4735503
Cassiltoun Stables Nursery- ZA052887

This website privacy notice explains how we collect and use personal information about website users and contractors and suppliers. Separate versions of Privacy Notices are issued to our Tenants, Staff and Board Members.

We take the issue of security and data protection very seriously, including compliance with the UK General Data Protection Regulation, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations.

When you visit our website, we may collect personal information about you if you:

Website Users:

pay your rent;
report a repair to us;
make a complaint to us;
complete and submit a “contact us” form to us; and
log in to your account via the Customer Login.

Please note that our website uses Cookies. You can change your Cookies setting using the ‘Cookies Setting’ tool. 

We may use this personal information to:

provide you with the services that you have requested from us;
communicate with you, including in response to any of your enquiries;
improve our services and respond to changing needs;
process your rent payments;
carry out repairs to your property;
handle and resolve complaints made by, or, against you;
keep the personal information that we hold about you accurate and up to date (if you provide any new personal information to us via the website); and
signpost you to organisations that can offer benefits and debt advice and support.

Suppliers and Contractors

Name
Contact details, including phone numbers, addresses and email addresses
References
Bank Details
CCTV imagery
Telephone call recordings

We will use this information to potentially enter into or enter into a contract with you and for the administration of our organisation.

If you do not wish to provide your personal data

You have obligations under your contract / potential contract with us to provide the us with the necessary data. If you do not provide this information, this will hinder the Association’s ability to enter into or maintain a contract with you.

Who do we share your personal information with?

We may disclose your personal data to any of our employees, officers, contractors, insurers, professional advisors, agents, suppliers or subcontractors , government agencies and regulators and healthcare providers insofar as reasonably necessary, and in accordance with data protection legislation. 

We may also disclose your personal data: 

with your consent; 
to the extent that we are required to do so by law; 
to complete a regulatory return in relation the Management e
to protect the rights, property and safety of us, our customers, users of our websites and other persons; 
in connection with any ongoing or prospective legal proceedings; 
If we are investigating a complaint, information may be disclosed to solicitors, independent investigators such as auditors, the Scottish Housing Regulator and other regulatory body involved in any complaint, whether investigating the complaint or otherwise;
to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; 
to another organisation if we enter into a joint venture or merge with another organisations.

What are the legal bases for us processing your personal data? 

We will only process your personal data on one or more of the following legal bases: 

contract 
consent 
our legitimate interests, including CCTV imagery 
vital interests 
the performance of a task carried out in the public interest and / or with official authority  
legal obligation

Processing special category personal data

Special categories of personal data means information about your racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; health; sex life or sexual orientation; criminal convictions, offences or alleged offences; genetic data; or biometric data for the purposes of uniquely identifying you.

The "special categories" of sensitive personal information referred to above require higher levels of protection. We need to meet additional legal requirements for collecting, storing and using this type of personal information.

Where do we keep your data? 

Your information will only be stored within the United Kingdom except where international transfers are authorised by law.  

How long do we keep your personal information?

We will only keep your personal information for as long as we need to for the purposes described above, including to meet any legal, accounting, reporting or regulatory requirements and as detailed in our Retention Policy and Schedule.

How do we keep your personal information secure?

The security of your personal information is of paramount importance to us and we use appropriate technical and organisational measures to safeguard your personal information.

However, while we will use reasonable efforts to safeguard your personal information, the use of the Internet is not entirely secure and, for this reason, we cannot guarantee the security of any personal information that is transferred by or to you via the Internet. If you have any concerns about the security of your personal information, please contact our Data Protection Officer (DPO) for more information.

Your rights

If you wish to exercise you right to access your information, you may wish to use our Subject Access Request Form.

You have the right at any time to exercise your data subjects’ rights in relation to the following:

the right to be informed
the right to access
the right to rectification
the right to object to processing
rights in relation to automated decision making and profiling
the right to be forgotten
the right to data portability
the rights to restrict processing

Queries and Complaints

We seek to directly resolve any complaints about how we handle personal information and would request you contact us in the first instance. If you are not happy thereafter, you also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:

Telephone: 0303 123 1113 
Online: Make a complaint | ICO

Cassiltoun Housing Association has appointed a Data Protection Officer (DPO). Our DPO is provided by RGDP LLP, who can be contacted either by phone on 0131 222 3239 or by email info@rgdp.co.uk.

Any questions relating to this notice and our data protection compliance should be sent, in the first instance, to us at our registered office or by telephoning 0141 634 2673 or by e-mail at housing@cassiltoun.org.uk.

The accuracy of your information is important to us; please help us keep our records updated by informing us of any changes to your personal and contact details.

We keep this privacy notice under regular review and will place any updates on this website.

This privacy notice was last updated on 21 June 2023