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 process your personal data.

Who we are

Partick Works Limited (Registered Company No. SC282084, Property Factor Registered No. PF000165, VAT Registration No. 859 4170 93) is a member of the Partick Housing Association Group. 

Partick Works Ltd has our Registered Office at 10 Mansfield Street, Glasgow, G11 5QP.

Partick Works Limited takes 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.

Partick Works Limited are Data Controllers and also act as Data Processors for other Data Controllers within the Patrick Housing Association Group, including Partick Housing Association (Registration Number ZA232795)

Partick Housing Association is registered as a data controller with the Information Commissioner’s Office (ICO) under the Registration Number Z5788558.

This website privacy notice explains how we collect and use personal information about you. Separate versions of Privacy Notices are issued to Partick Housing Association’s Tenants, Staff and Board Members.

When you visit our website or otherwise contact us, we may collect personal information if you:

• Make a payment;
• Vote;
• Report a repair to us;
• Make a Comment, Compliment or Complaint to us;
• complete and submit a “contact us” form to us; and
• Update your details.

We may collect the following information about you:

• Name
• Address
• Postcode
• Email address
• Telephone number
• Reference numbers
• IP address
• Such other data which you may from time to time provide us with

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 factoring, mid-market rent or commercial rent payments;
• carry out repairs;
• 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
• sign post you to organisations that can offer 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 below:

• If we enter into a joint venture with or merge with another business entity, your information may be disclosed to our new business partners or owners;
• If we instruct repair or maintenance works, your information may be disclosed to any of our contractors;
• If we are investigating a complaint, information may be disclosed to Police Scotland, local authority departments, Scottish Fire & Rescue Service and others involved in any complaint, whether investigating the complaint or otherwise;
• If we are updating tenancy details, your information may be disclosed to third parties (such as utility companies and the local authority);
• If we are investigating payments made or otherwise, your information may be disclosed to payment processors, local authority and the Department of Work & Pensions;
• We may share details with our Data Protection Team and/or Legal Advisors;
• If we are conducting a survey of our products and/or service, your information may be disclosed to third parties assisting in the compilation and analysis of the survey results;
• If you are using an advice or advocacy service (such as a solicitor, advice agency or the welfare benefits advisor based in Partick Housing Association’s Office) we will share relevant information with them where it is necessary to progress your case; 
• If you request that we share your information with other RSLs under Housing Options who may assist in re-housing you;
• If your household is threatened with homelessness, your information may be shared between us and Local Authority and/or Social Care Partnership(s);
• If we are pursuing debts associated with a tenancy or a former tenancy we may share your basic information with a third party agency to assist in the recovery of those debts; 
• If we are making an insurance claim following an incident we may share your information with our insurers;
• If we are being audited then we may share your information with our auditors;
• Where there is a legal action that involves you such as action to recover a tenancy your information may be shared with a solicitor to assist in the legal process;

• When our external IT providers require to access our systems to assist us in relation to IT issues; and
• Other organisations with whom Partick Housing Association has a contractual arrangement for service provision, such as payment processors, mail fulfilment distribution centres. In these situations, we will ensure there is either a data processing agreement or data sharing agreement in place to ensure adequate safeguard of personal data.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

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
• vital interests 
• public interest / official authority  
• legal obligation 

Transfers outside the UK and Europe

Your information will only be processed within the UK and / or the European Economic Area, 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, and as required by law and / or best practice.

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. 

Your rights

You have the right at any time to:

• ask for a copy of the information about you held by us in our records;  
• require us to correct any inaccuracies in your information;   
• in certain situations, make a request to us to delete your personal data; 
• request we restrict processing your personal data; 
• object to the processing;

• object to us processing your personal data; and 
  • right to portability 

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.

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 (ICO) in relation to our use of your information. 

Any questions relating to this notice and our privacy practices should be sent, in the first instance, to Jacqueline McCutcheon who can be contacted by telephoning 0141 357 3773 or by e-mail at jmccutcheon@partickha.org.uk

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: https://ico.org.uk/make-a-complaint/

A copy of Partick Housing Association’s full Privacy Policy is available at PHA Website Privacy Notice – Partick Housing Association (partickha.org.uk).  Requests for associated Patrick Housing Association’s documents and any other enquiries can be emailed to corporateservices@partickha.org.uk

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

This privacy notice was last updated April 2022.