Privacy Statement

1. Introduction

• what personal information we collect about you
• when we collect it, and,
• how we use your personal information

2. Who are we?

• when you apply for housing with us, become a tenant or enter into a factoring agreement with us.
• when you apply to become a member.
• from your use of our online services.
• when you contact us directly by letter, email, phone call, social media, or other methods.
• from your arrangements to make payments to us of rent, factoring charges or any repairs that are rechargeable to you.
• when you apply for a job with us, or you become an employee.
• when you apply to be or become a Board member.

• Name
• Address
• Phone number
• Email address
• National Insurance Number
• Date of Birth
• Marriage and civil partnership
• Pregnancy and maternity
• Employer information
• Doctor information
• Health information
• Disabilities
• Sex
• Gender Re-Assignment
• Immigration-related documentation/Passport
• Next of Kin
• Driving Licence
• Department of Work & Pensions letters and information
• Information on Carers, Support Workers, or Link Workers
• Sexual orientation
• Religious beliefs or other beliefs of a similar nature
• Ethnic origin
• Addictions
• Schedule 1 Sex Offenders Criminal Convictions
• Information on charges
• Anti-Social Behaviour information
• Incident sheets
• Financial Information – bank account, income details and confirmation, bank statements, direct debit information, details of benefits and pensions (private and state)
• Payments made by you to us
• Complaints and compliments made by, against or involving you
• Repair requests and completion records
• Other correspondence from you and between us
• Recording of telephone calls

• Section 5 Homelessness referrals from Glasgow City Council
• Police regarding disclosures of offences and incident numbers
• Glasgow City Council regarding benefits information
• DWP regarding Universal Credit information
• Glasgow City Council Social Work department
• References from previous landlords
• Glasgow City Council regarding temporary furnished accommodation tenants
• From contractors – email, calls and in person
• Feedback from contractors about repairs or works at your property or where there is a problem e.g., you have threatened or otherwise behaved inappropriately towards a contractor
• Occupational Health, Glasgow City Council, for adaptation requirements
• Citizens Advice Bureau regarding complaints
• Councillors, MSPs, MPs regarding queries and complaints made by them on your behalf
• Doctors regarding potential health issues arising from, e.g., damp within your property

• Owner Name
• Owner Address
• Phone Number
• Email address
• If the landlord does not live at the property, a forwarding address.
• Financial information regarding payments, charges, responses, arrangements to pay, etc.
• Purchase information
• Borrowing at purchase date
• Any further mortgages, security arrangements etc. in relation to the factored property
• Name of lender

• Percentage share of property repairs
• Factoring bills and payments
• Recording of telephone calls
• Complaints and compliments made by, against or involving you.
• Correspondence from you and between us

• When a factored property is sold/purchased, details are received from the respective Solicitors.
• Title deed information from the Registers of Scotland.

• Insurance: 
  • For block policies - names and addresses 
  • Insurance claims – name, address, contact information, medical information where there have been injuries/illness giving rise to the claim, financial information (of losses)

• Glasgow City Council Housing Benefit Schedule – Name, Address, National Insurance Number, Benefit amount. 
• Royal Bank of Scotland Bank Statements – Name, tenancy number and amount paid for those using direct debit.
• Court Citation – Offender’s name, court date, name of our employee called to court.
• World Pay/AllPay – Tenant’s name, rent reference, address (sometimes), and amount paid.
• Sole traders – Name, address, contact information and bank details.
• Invoices (received with job orders attached) – Tenant’s name, address, job details and, where available, phone number
• Factored property conveyancing – How much is paid, name, address.
• Job sheets provided by our Maintenance section to the contractor – name, address, contact details and the nature of the work to be undertaken at your property.

• Name
• Address
• Phone number
• Email address
• Date of Birth
• Marriage and civil partnership
• Pregnancy and maternity
• Disabilities
• Sex
• Gender Re-Assignment
• Religious beliefs or other beliefs of a similar nature
• Ethnic origin
• Other correspondence from you and between us
• Bank details (if required for expenses).
• Notification of Members Interests which can include personal information on family members. 
• Board application form including job history and employer(s).

• Name
• Address
• Phone number
• Email address
• National Insurance Number
• Date of Birth
• Marriage and civil partnership
• Pregnancy and maternity
• Employer information
• Disabilities
• Sex
• Gender Re-Assignment
• Immigration-related documentation/Passport
• Next of Kin
• Driving Licence
• Department of Work & Pensions letters and information
• Sexual orientation
• Religious beliefs or other beliefs of a similar nature
• Ethnic origin
• Information on charges
• Incident sheets
• Financial Information – bank account, pension details
• Complaints and compliments made by, against or involving you.
• Other correspondence from you and between us
• Job application form including job history and employer(s).

• Members of Registered Tenants Organisations: Name, address, phone number, email address.
• Members of Community Councils: Name, address, phone number, email address.
• Individuals seeking tickets for events: number of adult and number of children’s tickets and the address to send the ticket(s) to.  Contact information is maintained on a Register of interested people.
• Classes: Contact information (name, address, phone number, email address) for enquiries. List of who attended.
• Residents Conference: Contact information (name, address, phone number, email address) for enquiries. List of who attended.
• Other Organisations for example, pop-up allotment group: Contact information of members of management committees (name, address, phone number, email address).
• Rent consultation online survey: name, address, email address.  This is not processed further.
• Customer Kitty and Community Fund Applications: Name, address, phone number, email address and health information (sometimes).
• List of members – name, address, email, phone number.
• List of visitors to buildings.
• People captured by CCTV images.

• Glasgow Life, Northern United Communities, Jobs & Business Glasgow - Name and address of participants if they attended classes.
• Apprenticeships and work placements as part of Community Benefits policy – Name, address, job details from employing contractor.
• Information from Workers Education Association - Name, address, date of birth, date started, date completed (English as a 2^nd language).
• MP/MSP/Councillor enquiries will include name and address of constituent and can include sensitive personal information on illnesses/health if this is the subject of, or is relevant to, the enquiry.
• Queens Cross Housing Association: Names, address phone numbers email addresses for Hub Board members.

• to perform our obligations and duties to you in accordance with the terms of our tenancy or factoring agreement with you.
• to enable us to supply you with the services and information which you have requested.
• to enable us to respond to your repair request, housing application, complaints made or any of your enquiries.
• to analyse the information we collect so that we can administer, support and improve and develop the services we offer.
• to contact you in order to send you details of any changes which may affect you.
• to ensure our Board and staff team are representative of the community we service.
• to contact you for views and to carry out surveys; and
• for all other purposes consistent with the proper performance of our operations.

• Enter your housing application onto our system.
• Allocate and offer properties to you.
• Support and maintain your tenancy.
• Collect, assess, and complete benefit claims or make referrals to third parties on your behalf.
• Provide adaptations to your property or make arrangements where you are vulnerable or have access requirements.

• Provide our contractors with the personal information they need to carry out the works and repairs at your property.
• Issue alerts.
• Provide a reference on request if you move to another landlord.
• Obtain advice on anti-social behaviour and evictions.

• Determine income from repairs for factored owners against contract sum.
• Issue Recharge Bills according to individual liability.
• Issue quarterly invoices.
• Provide factoring services.
• Manage the building.
• Respond to complaints.

• Manage Insurance claims.
• Record and manage rent payments.
• Record and manage other payments.
• Obtain advice on debt recovery actions.

• Record your membership with the Scottish Housing Regulator, Financial Conduct Authority and Scottish Charity Regulator.
• Ensure we meet money laundering regulations.

• to perform our obligations and duties to you in accordance with our terms and conditions of employment with you.
• Ensure we comply with our legal obligations i.e., we are required to check a successful applicant’s eligibility to work in the UK before employment starts.
• Allow us to manage the recruitment process, assess and confirm your suitability for employment and decide who to offer a job to.
• Respond to and defend against legal claims.
• Allow us to make reasonable adjustments for candidates/ staff who have a disability.
• Seek information about criminal convictions and offences.  This is because is it necessary for us to carry out our obligations and exercise specific rights in relation to employment.

• Sign grant and other applications. 
• Report to the Scottish Housing Regulator and other regulators
• Apply for funding.
• Produce and issue our newsletters and other communications.
• Pay expenses.
• Determine whether you are to be classed as a “no lone visit”, based on our assessment of your conduct and/or the complaints that we have received about you.
• Determine Customer Kitty and Community Fund awards.
• Maintain our membership list.

• consent to it being used by us as described in this statement; and
• confirm that you have informed the other members of your household of 12 years old and above of the content of this statement and they have provided their consent to their personal information and sensitive personal information being used by us as described in this statement. 

• performance and management of the tenancy or factoring agreement between us.
• legal and regulatory obligations which apply to us as a registered social landlord.
• protection of your vital interests; and
• our legitimate interests – while you have a legitimate interest in the protection of your personal information, we may also have an overriding legitimate interest in handling and using your personal information for the purposes described in this statement. 

• If we instruct repair or maintenance works, your personal information may be disclosed to our contractors.
• If we are investigating a complaint, your personal information may be disclosed to Police Scotland, Local Authority departments, Scottish Fire & Rescue Service and others involved in the complaint.
• If we are updating tenancy details, your personal information may be disclosed to third parties (such as utility companies and Local Authority).
• If we are investigating payments made, your personal information may be disclosed to payment processors, Local Authority, and the Department of Work & Pensions.
• If we are conducting a survey, your personal information may be disclosed to third parties assisting in the compilation and analysis of the survey results.
• If you are a member of a Registered Tenant Organisation, your personal information may be disclosed to The Scottish Government Tenant Priorities team for maintenance of the publicly available (RTO) register.

• AllPay – tenant name, address, bank account sort code and account number
• Energy Advisors– tenant name, address, phone number, email address for energy advice/supplier
• Glasgow City Council – name, address, rent or Council tax amount, income details for Council Tax and Housing Benefit 
• Glasgow City Council – name, address, phone number, email address, age, disability information for the Council Garden Maintenance Scheme
• Fire & Rescue Service – name, address, phone number, disability and help required to leave building for vulnerable people in multi-storey properties.
• Contractors – name, address, phone number, repair required, access issues, support requirements, alerts.
  1. Factoring

1. Board Membership

• Auditors – Details of Board members including name, address, date of appointment/resignation, date of birth.

• Scottish Housing Regulator – Names and dates of appointment of Board members.
• Office of the Scottish Charity Regulator – Names and dates of appointment of Board members.
• GWSF, SHARE, SFHA and EVH – Names of Board members regarding training courses and conferences.

1. Job Applicants/ Employees

• HMRC – Employee’s name and address, date of birth, date of employment, national insurance number, salary information.
• Auditors - Employee’s name and address, date of birth, date of employment, national insurance number, contract of employment, salary information.
• Website – employee names.
• Pension Company - Employee’s name and address, date of birth, date of employment, national insurance number, salary information and pension deduction amount.
• Solicitors – Employee’s name and address, date of birth, date of employment, national insurance number, details of disciplinary action taken, sickness and absence records, salary information.
• Sheriff Officers – employee’s name address and payment deducted.
• Credit Union – employee’s name and address and payment deductions.
• Union Membership - employee’s name and address and payment deductions.

• Members’ name and address lists to printing and mailing company.
• Tenants’ and Owners’ name and address lists to printing and mailing company.
• Employees’ name and address lists to printing and mailing company.
• Board and members’ names in press releases and other communications
• Website – Board member names.
• Google Analytics – IP address and device used to access our website.
• Solicitors and our debt recovery and tracing agents – such personal information as may be necessary for the recovery of rent arrears and other debts owed by you to us.                                                                                                                              

9. Your rights in relation to your personal information

• ask for a copy of the personal information that we hold about you.
• require us to correct any inaccuracies in your personal information.
• request us to delete the personal information that we hold about you (also known as the right to be forgotten).
• ask us to stop using or restrict use of your personal information e.g., if you want us to check whether it is accurate or if we are handling and using your personal information in breach of legal requirements.
• transfer your personal information to another organisation; or
• object to receiving any non-essential communications from us or to our handling and use of your personal information where our legal reason for handling and using it is a legitimate interest (either our legitimate interests or those of a third party).

If you would like to make any of the above requests, please contact us at: corporatesupport@maryhill.org.uk.
 
When you make a request, we may ask you for specific information to help us confirm your identity for security reasons.  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 will respond within one calendar month.
 
10.     Feedback and complaints
 
We welcome your feedback on how we hold and use your personal information.
 
You have the right to make a complaint to the Information Commissioner’s Office, the UK regulator for data protection, about how we hold and use your personal information.  The Information Commissioner’s Office contact details are as follows:
 
Telephone:    0303 123 1113
 
Website:       https://ico.org.uk/concerns     
 
11.     Updates to this statement
 
We may update this statement at any time, and we will provide you with an updated version when we are required to do so by law.
 
The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.