Housing Privacy Notice

The personal information provided will be used by East Dunbartonshire Council under the provisions of the UK General Data Protection Regulation (UK GDPR).  

We may use your information to:

• Seek your views or comments on the services we provide
• Notify you of changes to our services
• Process and determine applications for rehousing: and designate housing points
• Check for eligibility for any fraudulent applications (before being made an offer)
• Make an offer of one of our properties
• Send you communications with your previous consent that may be of interest to you. These may include information about changes to Council policy or to advise of activities within your community
• Assess the eligibility of PSHG applications.
• Organise repairs to maintain council and guide the maintenance of private property
• Shared with Council-approved contractors to allow appointments to be arranged in respect of property maintenance, adaptations, or improvement programs.
• Offer general advice on adaptations, repairs and maintenance.
• Provide technical support as part of the Scheme of Assistance for the purposes of improving the general condition of privately owned housing
• Ask you to voluntarily complete our customer surveys
• Carry out an annual review of our housing waiting list
• Assist in the prevention and detection of crime
• Register your details if you are operating as a landlord.

We obtain information about individuals if you:

• Sign up for tenancy
• Complete a Discretionary Grant Application form
• Make a Scheme of Assistance enquiry
• Complete a Health and Access Needs Form to inform us of your medical needs
• Apply for housing or apply as homeless.

If you make one of the above applications, your personal information and household details are recorded and held securely on our computer system within the UK and in some instances held within secure paper files.

The personal information we collect includes your name, address, email address, date of birth and medical information if necessary. For PSHG applications we also require title deeds and evidence of eligible passport benefits.

Personal data is shared with housing associations, other local authorities and other public bodies, as well as external contractors for the purposes listed above.

The Council does not allow third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with given instructions.

The Council may also pass personal data to an external company employed by the Council to complete a tenant satisfaction survey on its behalf.

Contact information, as well as property access requirements or special requirements due to vulnerabilities for tenants may be shared with external contractors in relation to undertaking repair and maintenance improvements.

The Council is also required to ensure proper administration of its funds so details will be checked internally for fraud prevention and verification purposes. Information is also analysed internally in order to provide management information, inform service delivery reform and similar purposes.

Your information may also be shared with other departments within the Council, bodies responsible for auditing or administering public funds, other councils, public sector agencies, governmental departments and other private companies or entities (such as credit reference agencies, service providers/contractors and/or partner bodies).

We collect and process your information under a number of different pieces of legislation;

• Tenements (Scotland) Act 2004
• Housing (Scotland) Act 1987/2006 Scheme of Assistance.
• Housing (Scotland) Act 2010
• Housing (Scotland) Act 2014
• Housing Support Services (Homelessness) (Scotland) Regulations 2012
• Homelessness Code of Guidance
• Housing (Scotland) Act 2001
• Homelessness etc. (Scotland) Act 2003
• Antisocial Behaviour etc. (Scotland) Act 2004
• Housing (Scotland) Act 2006
• The Local Government (Scotland) Act 1973 (to ensure proper administration of the Council’s financial affairs) (including the detection and/or prevention of fraud)
• The Public Finance and Accountability (Scotland) Act 2000 (disclosure of data to Audit Scotland for data matching).

East Dunbartonshire Council has adopted the Scottish Council on Archives Records Retentions Schedules (SCARRS) which means we are legally required to hold some types of information to fulfil our statutory obligations. Such as housing and homelessness application forms, tenant house files and PHSG applications (for 10 years).

We will hold your personal information on our housing allocations and rent system until you are no longer are a tenant or have a live housing application with us. At this point the SCARRS retention period will take effect and after 5 years your information will be deleted (10 years if you had legal action taken out on you during the period of your tenancy). Where a Statutory Notice or a Repayment Charge/Order has been served on a property this will be kept for 10 years. It will also be recorded on the property Title Deeds until the Notice has been discharged.

Detailed SCARRS information can be found on the Scottish Archives website.

Right of access

You have the right to access the personal information the Council holds about you. This right is called a Subject Access Request, often referred to as a SAR.

You can receive a copy of your personal data held by the Council, details on why it is being used, who it has been / will be shared with, how long it will be held for, the source of the information and if the Council uses computer systems profile or take decisions about you

Details on how to submit a Subject Access Request can be found on the Subject Access Request page.

Right to rectification

You have the right to request the Council correct any information held about you that is inaccurate.

Right to erasure

You have the right to request that the Council delete the personal information about you. This is also known as the right to be forgotten.

Right to restrict processing

You have the right to request that the Council stops using your personal information, while retaining a copy of it.

Right to object

You have the right to object to the Council’s use of your personal information. The Council will have to demonstrate why it is appropriate to continue to use your personal data.

Question or concerns

Should you have any questions or concerns about the Council’s handling of your personal data you can contact the Council’s Data Protection Officer, Karen Donnelly, using the below noted details, who will be happy to discuss.

Telephone Number: 03001234510
Email: dpo@eastdunbarton.gov.uk

Address:
12 Strathkelvin Place,
Kirkintilloch,
G66 1TJ

You have the right to complain to the Information Commissioner’s Office (ICO) should you be unhappy with the way the Council has processed your personal data. Details on how to report a concern can be found on the ICO website - make a complaint.