Privacy Notice

This notice explains what information we collect, when we collect it and how we use it when
you visit our website. 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

Manor Estates Housing Association Ltd is a Scottish Charity (Scottish Charity
Number SCO23106), a registered society under the Co-operative and Community Benefit
Societies Act 2014 with Registered Number 2484R(S) and has their Registered Office at:
Suite 4, 5 New Mart Place, Edinburgh EH14 1RW.

We take the issue of security and data protection very seriously and strictly adhere to data
protection laws, including the Data Protection Act 2018 (DPA2018) and the UK General
Data Protection Regulation (UK GDPR).

We are notified as a Data Controller with the Office of the Information Commissioner under
registration number Z6870536 and we are the data controller of any personal data that you
provide to us.

Since 11 November 2019, Manor Estates Housing Association is considered 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 RGDP LLP (www.rgdp.co.uk) to act as our Data Protection Officer.

To contact them, please email info@rgdp.co.uk
Please also copy us in at: foirequest@manorestates.org.uk

This website privacy notice explains how we collect and use personal information about you.
Separate versions of Privacy Notices are issued to our Tenants, Customers, Staff and
Committee Members.

When you visit our website, we may collect personal
information about you if you:

o report a repair to us;
o pay your rent;
o apply for a house;
o make a complaint to us;
o complete and submit a “contact us” form to us; and
o login information

We may use this personal information to:

o provide you with the services that you have requested from us;
o communicate with you, including in response to any of your enquiries;
o improve our services and respond to changing needs;
o process your rent payments;
o carry out repairs to your property;
o handle and resolve complaints made by, or, against you;
o 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
o 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:
o our contractors and suppliers, including to undertake repairs, works and maintenance;
o organisations providing benefits advice and support; and
o Police Scotland and the local authority in relation to complaints involving anti-social
or other criminal behaviour.

The Lawful Basis for Processing Your Personal Data

Under the UK General Data Protection Regulation, the lawful bases which we rely on for
processing this information are:

• We have your consent
• We have a contractual obligation, including pre-contractual negotiations
• We have a legal obligation
• We have a vital interest
• We have a legitimate interest
• We are performing a public task

Transfers outside the UK and the European Economic Area

Your information will only be stored within the UK and EEA.
Were information to be transferred outside the UK or EEA we will ensure that there are
adequate safeguards in place to protect your information in accordance with this notice.

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
which is available via our website (within Document Library)

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.

Your rights

Under data protection law, you have certain data subjects’ rights including:

Your right of access – You have the right to ask us for copies of your personal
information.

Your right to rectification – You have the right to ask us to rectify personal
information you think is inaccurate. You also have the right to ask us to complete
information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal
information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the
processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing
of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the
personal information you gave us to another organisation, or to you, in certain
circumstances.

• You are not required to pay any charge for exercising your rights. If you make a
request, we have one month to respond to you.

If you would like to exercise any of your rights above please contact us at
info@manorestates.org.uk

Complaints

We seek to directly resolve any complaints about how we handle personal information and
would request you contact us in the first instance. Claire Ironside, Chief Executive, Manor Estates Housing Association

Email: cironside@manorestates.org.uk

Tel: 0800 093 8823

You can also complain to the ICO if you are unhappy with how we have used your data.
Their details are as follows:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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

This privacy notice was last updated: May 2022