This notice explains what information we collect, when we collect it and how we use it. 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 handle your information.
Who we are
Your personal information will be held by Cassiltoun Housing Association. This privacy notice covers Cassiltoun Housing Association and subsidiaries, each of whom processes your personal information for different purposes.
This website privacy notice explains how we collect and use personal information about you. Separate versions of Privacy Notices are issued to our Tenants, Staff and Board Members.
When you visit our website, we may collect personal information about you if you:
- pay your rent;
- pay your factoring bill;
- 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.
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.
Who do we share your personal information with?
We may share your personal information with the following organisations for the purposes described above:
- our contractors to undertake repairs, works and maintenance;
- organisations providing benefits advice and support; and
- Police Scotland and the local authority in relation to complaints involving anti-social or other criminal behaviour.
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. More information is contained within our Data 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.
It is important that the personal information that we collect, hold and use about you is accurate and current.
As of 11 November 2019, Cassiltoun Housing Association is deemed to be a Public Authority under the Freedom of Information (Scotland) Act 2002 and is, therefore, required to appoint a Data Protection Officer (DPO). We have engaged the services of RGDP LLP (www.rgdp.co.uk) to act as our Data Protection Officer. To contact them please email firstname.lastname@example.org and copy us in at email@example.com. Please keep us informed of any changes by contacting our assigned DPO.
Under certain circumstances, the law gives you the right to request:
- A copy of your personal information and to check that we are holding and using it in accordance with legal requirements.
- Correction of any incomplete or inaccurate personal information that we hold and use about you.
- Deletion of your personal information where there is no good reason for us continuing to hold and use it. You also have the right to ask us to do this where you object to us holding and using your personal information (details below).
- Temporarily suspend the use of your personal information, for example, if you want us to check that it is correct or the reason for processing it.
- The transfer of your personal information to another organisation.
If you wish to request any of the above information please complete and submit a Subject Access Request Form.
You can also object to us holding and using your personal information where our legal basis is a legitimate interest (either our legitimate interests or those of a third party).
Please contact our DPO if you wish to make any of the above requests. To contact them please email firstname.lastname@example.org and copy us in at email@example.com. When you make a request, we are required to verify your identity and may ask you for specific information to fulfil this purpose.
Normally, you will not need to pay a fee when you make any of the above requests, but we may charge a reasonable fee or refuse to comply if your request for access is clearly unfounded or excessive.
We keep this privacy notice under regular review and will place any updates on this website.
This privacy notice was last updated on 27th May 2020.
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:
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001