Privacy Notice

Ardenglen Housing Association – The Castlemilk Pantry

At Ardenglen Housing Association, we are committed to protecting and respecting your privacy.  This privacy notice explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.

This Privacy Notice applies to members and applicants of The Castlemilk Pantry, which is led by Ardenglen Housing Association and supported by neighbouring registered social landlords. The Castlemilk Pantry operates by giving members a year’s access to goods at a reduced cost.

Who are we?

Ardenglen Housing Association is registered social landlord having our registered office at 355 Tormusk Road, Glasgow G45 0HF.

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

We are a registered Data Controller with the Information Commissioner.  Our registration number is Z5937922. 

How do we collect information from you?

We obtain information about you in the following ways:

Information you give us directly

We collect information from you as follows: name, address, email address, telephone number, marketing preferences, dietary requirements and membership details.

We may use this personal information to:

·       to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you

·       to enable us to supply you with the services and information which you have requested;

·       to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;

·       to contact you and send you details of any changes to our services which might affect you;

·       for all other purposes consistent with the proper performance of our operations and business.

When you visit our premises:

·       your image may be captured by our CCTV cameras.  Notices are available where the cameras are in operation.

CCTV images may be used for the health & safety of our staff, volunteers and members and to assist with the prevention and detection of crime.

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 may prevent the Association’s ability to enter into or maintain a contract with you.

Who has access to your information?

The information you provide to us will be treated in accordance with data protection law. Depending on your type of contract or other business relationship with us, we may disclose your personal data to any of our employees, officers, contractors, insurers, professional advisors (including legal advisers and our Data Protection Officer), agents, suppliers or subcontractors, selected third parties, government agencies and regulators and healthcare providers for the purposes set out in this notice, or for purposes approved by you, including the following:

·       if we enter into a joint venture with, or merge with, another business entity,

·       if required by law, we will disclose your information to statutory bodies such as auditors or solicitors;

·       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;

·       we may pass your information to our third party service providers, suppliers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example Software providers and IT Technical services providers). However, when we use these third parties, we disclose only the personal information that is necessary to deliver the services and we have a contract in place that requires them to keep your information secure and prevents them from using it for their own direct marketing or any other purposes.

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.

Lawful Processing

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We may process your personal data under the following lawful basis:

·       consent

·       contract

·       legal obligation

·       vital interests

·       task carried out in public interest or in the exercise of official authority

·       legitimate interests, which include CCTV recordings

How long is your information kept for?

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 (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

Where do we keep your data? 

Your information will only be stored within the United Kingdom except where international transfers are authorised by law.

How do we keep your data safe?

When we are provided with personal data, we take steps to make sure that your personal information is kept secure and safe. All data is held in accordance with Ardenglen Housing Association’s data protection policies and procedures.  Our systems are password protected and all electronic data is stored securely.  All paper files are kept in locked cabinets.

Keeping your information up to date

We take reasonable steps to ensure your information is accurate and up to date; however please help us keep our records updated by informing us of any changes to your email address and other contact details.

Your Rights

Under UK data protection law, you have certain rights over the personal information that we hold about you, namely:

·       access

·       rectification

·       erasure

·       restriction

·       portability

·       objection

Queries and Complaints

We seek to directly resolve any queries or complaints about how we handle information and would request that they be directed, in the first instance, to dataprotection@ardenglen.org.uk.

Our Data Protection Officer is provided by RGDP LLP and can be contacted either via 0131 222 3239 or info@rgdp.co.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 

Changes to this privacy notice

Any changes we may make to this Privacy Notice in the future will be posted on this website so please check this page occasionally to ensure that you're happy with any changes. If we make any significant changes to the way we process your personal data, we'll make this clear on this website.

This Privacy Notice was last updated on 1.4.25