1. How we handle personal data
Port of Leith Housing Association GDPR privacy notice
This notice explains what personal information we (Port of Leith Housing Association, Scottish Charity Number SC027945), collect, when we collect it and how we use it. We collect and use personal data for a variety of reasons in line with the guidelines published in the Data Protection Act of 1998 and the General Data Protection Regulation (GDPR) (EU) 2016/679.
We are registered as a Data Controller with the Office of the Information Commissioner under registration number Z5626639, and we are the data controller of any personal data that is provided to us. All personal data we hold is stored securely within the UK and EEA (European Economic Area).
Any personal data we process is done so for a clear purpose and with a clear legal basis for doing so. We only hold personal data for as long as is necessary, as is required by law or as is set out in any contract we enter. The length of time we hold certain types of personal data for is set out in our Data Protection Policy.
2. How we collect information from customers and what we collect
We collect information about customers:
- When they apply for housing with us, become a tenant, request services/repairs, enter into a factoring agreement with us or otherwise provide us with their personal details
- When they apply to become a member
- When they use our online services, for example, to report any tenancy/factor-related issues or make a complaint etc
- When they make payments to us (such as bank details, payment card numbers, employment details, benefit entitlement and any other income and expenditure related information).
- When they telephone the office and speak to a customer advisor the calls are recorded.
We collect the following information about customers:
- Telephone number
- Email address
- National Insurance number
- Next of kin
- Details of any dependents.
- Date of birth
We receive the following information from third parties:
- Benefits information, including awards of Housing Benefit/Universal Credit
- Payments made by you to us
- Complaints or other communications regarding behaviour or other alleged breaches of the terms of your contract with us, including information obtained from Police Scotland
- Reports on the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour
- Medical information for the purposes of managing your tenancy.
- Why we need this information and how it’s used
- We require this information for the following reasons:
- To undertake and perform our obligations and duties to customers under the terms of our contract with them
- To enable us to supply customers with the services and information which they request
- To enable us to respond to repair requests, housing applications and complaints
- To analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer
- To send customers details of any changes to our suppliers which may affect them
- For all other purposes associated with the proper performance of our operations and business
- To contact customers to find out their views on our products and services.
4. Security of personal information
We take steps to make sure that personal information we hold is kept secure and safe.
5. How long we keep personal information
We review our data retention periods regularly and will only hold personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with the individual.
We will generally keep information for the minimum periods set out in our Data Protection Policy.
6. Understanding individuals’ rights
Any individual whose personal data we collect and process has the right at any time to:
- Ask for a copy of the information we hold about them
- Require us to correct any inaccuracies in their information
- Request that we delete the personal data we hold about them
- Withdraw consent (if processing is based on consent)
- To complain to the Information Commissioner’s Office about our use of their 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 Email: Scotland@ico.org.uk
7. Keeping in touch with us
The accuracy of the personal data we hold is important to us. Please help us keep our records updated by telling us about any changes to your personal and/or contact details by calling our Customer Advice Team on 0131 554 0403 or emailing firstname.lastname@example.org.
Any questions about this notice should be sent to Heather Kiteley, Director of Finance & Corporate Services, at email@example.com or at our registered office: 108 Constitution Street, Leith, Edinburgh, EH6 6AZ.