Privacy Notice

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

Abronhill Housing Association, registered as:

A Scottish Charity (Scottish Charity Number SC033116)

A registered society under the Co-operative and Community Benefit Societies Act 2014 with Registered Number 2443RS;

and having our Registered Office at:

Unit 10, Abronhill Shopping Centre, Abronhill, Cumbernauld, Glasgow, G67 3AZ

Abronhill Housing Association takes the issue of data protection law compliance very seriously, including compliance with the UK General Data Protection Regulation, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations.

We are notified as a Data Controller with the Office of the Information Commissioner (ICO) under registration number Z4852919 and we are the data controller of any personal data that you provide to us.

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

How we collect information from you and what information we collect

Website Users

  • pay your rent;
  • report a repair to us;
  • make a complaint to us;
  • complete and submit a "contact us" form to us; and

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 rent payments;
  • carry out repairs to your property;
  • 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
  • signpost you to organisations that can offer benefits and debt advice and support.

Suppliers and Contractors

  • Name
  • Contact details, including phone numbers, addresses and email addresses
  • References
  • Bank Details
  • CCTV imagery
  • Telephone Call Recordings

We will use this information to potentially enter into or enter into a contract with you and for the administration of our organisation.

If you do not wish to provide your personal data

You have obligations under your contract/potential contract with us to provide us with the necessary data.  If you do not provide this information, this will hinder the Assocation's ability to enter into or maintain a contract with you.

Who might my data be shared with, or seen by?

We may disclose your personal data to any of our employees, officers, contractors, insurers, professional advisors, agents, suppliers or subcontractors, government agencies and regulators and healthcare providers insofar as reasonably necessary, and in accordance with data protection legislation.

We may also disclose your personal data:

  • with your consent;
  • to the extent that we are required to do so by law;
  • to complete any regulatory returns;
  • to protect the rights, property and safety of us, our customers, users of our websites and other persons;
  • in connection with any ongoing or prospective legal proceedings;
  • if we are investigating a complaint, information may be disclosed to solicitors, independent investigators such as auditors, the Scottish Housing Regulator and other regulatory body involved in any complaint, whether investigating the complaint or otherwise;
  • to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling;
  • to another organisation if we enter into a joint venture or merge with another organisation.

What are the legal bases for us processing your personal data?

We will only process you personal data on one or more of the following legal basis:

  • contract
  • consent
  • our legitimate interests (including CCTV recordings)
  • vital interests
  • the performance of a task carried out in the public interest and/or with official authority
  • legal obligation

Processing Special Category Personal Data

Special categories of information means information about your racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; health; sex life or sexual orientation; criminal convictions, offences or alleged offences; genetic data; or biometric data for the purposes of uniquely indentifying you.

The "special categories" of sensitive personal information referred to above require higher levels of protection.  We need to meet additional legal requirements for collecting, storing and using this type of personal information.

Where do we keep you data?

Your information will only be processed within the UK except where international transfers are authorised by law.

How do we keep your data safe?

When you give us information, we take steps to make sure that your personal information is kept secure and safe.  All personal data is processed in accordance with Abronhill Housing Association's Privacy Policy.  Our systems are password protected and all electronic data is stored securely.  All paper files are kept in locked cabinets.

How long do we keep your data?

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law and in accordance with our Data Retention Policy and Schedule.

Your Rights

You have the right at any time to request to exercise your data subjects' rights in relation to the following:

  • the right to be informed
  • the right to access
  • the right to rectification
  • the right to object to processing
  • rights in relation to automated decision making and profiling
  • the right to be forgotten
  • the right to data portability
  • the rights to restrict processing

Queries and Complaints

Any questions relating to this notice and our privacy practices should be directed, in the first instance, to or by telephoning 01236 457948

Our Data Protection Officer is provided by RGDP LLP and can be contacted either via 0131 222 3239 or

You also have the right to complain to the Information Commissioner's Office in relation to how we process your peronsal information.  The Information Commissioner's contact details are noted below:

Information Commissioner's Office

Telephone: 0303 123 1113

Online: Make a complaint | ICO