Subject Access Requests, Freedom of Information, & Environmental Information Requests

The personal information we need to process your Request may include but is not limited to:

• Name
• Contact details (address, email, telephone number)
• Details of your request

You are giving us your personal information to allow us to process your  Request and provide you with a response.

The legal basis for processing your personal data is that it is necessary to comply with the legal obligation placed on us as the Data Controller.

We are required to record, process and respond to Subject Access Requests,  Freedom of Information Requests, and Environmental Information Requests.

We are also required to record, process and respond to any reviews that are submitted to us.

We may ask you if we can process your personal information for additional purposes.

Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

We may share information about you within the Albyn Group for purposes connected to your Request.

Where you make a complaint to the Information Commissioners Office, or the Scottish Information Commissioner, we are legally obliged to share your information with them.

Your personal information is stored on our paper and IT filing systems which may be copied for testing, backup, archiving and disaster recovery purposes. Access to your information is limited to those who require it to provide services to you. All data is held within the UK / EEA.

If any of your personal information is transferred out with the European Union or the European Economic Area by any of our contractors we will ensure that there are adequate safeguards in place to protect your personal information in accordance with the UK GDPR and the Data Protection Act 2018.

We only keep your personal information for the minimum period amount of time necessary.

We have a data retention policy that sets out the periods for retaining and reviewing all information that we hold. You can request a copy by contacting us at InformationRequests@albynhousing.org.uk

You can exercise any of the following rights by writing to us at informationrequests@albynhousing.org.uk

Under data protection law, you have rights including:

• Right of access - You have the right to ask us for copies of your personal information
• 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
• Right to erasure - You have the right to ask us to erase your personal information in certain circumstances
• Right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances
• Right to object to processing - You have the right to object to the processing of your personal information in certain circumstances
• 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

Any requests received by Albyn Housing Society will be considered under applicable UK Data Protection Legislation.  If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk

Our privacy notice is regularly kept up to date and the latest full version is always available from our website.