How we process personal data
This notice explains what personal information we (Atrium Homes with registration number SC190351), collect, when we collect it and how we use it when you visit our website.
We collect and use personal data for a variety of reasons in line with UK data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018. We have separate Privacy Notices for our tenants, staff and board members. We are registered as a Data Controller with the Information Commissioner’s Office under registration number Z5916972, and we are the data controller of any personal data that is processed by us. Any personal data we process is done so for a clear purpose and with a clear legal basis for doing so. We only hold personal data for as long as is necessary, as is required by law or in accordance with best practice.
How we collect personal information and what we collect when you visit our website
We may collect personal information about you, if you:
- Visit our website;
- Log into MyAtrium;
- pay your rent, through a third-party portal;
- pay your factoring bill through a third party portal;
- report a repair to us;
- make a complaint to us; and / or
- complete and submit a “contact us” form.
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
Under the UK General Data Protection Regulation, the lawful bases which we rely on for processing this personal 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 (including surveys, void property management and processing next of kin details)
- Where we are undertaking a public task
The information provided to us will be treated lawfully. When we use a third-party (a data processor) to process personal data, we enter into a written data processing agreement with the processor to ensure that they fulfil the obligations of the data protection law.
Security of personal information
We take steps to make sure that personal information we hold is kept secure and safe. We use appropriate technical and organisational measures to safeguard your personal information. Our systems are password protected and all electronic data is stored securely. All paper files are held securely. All information is kept in line with our data protection policies and procedures, which are available on request.
Transfers outside the UK and Europe
Where information is transferred outside the UK or EEA we ensure that there are adequate safeguards in place meeting the requirements of Chapter V of the UK GDPR to protect your personal data.
How long we keep personal information
We review our data retention periods regularly and will only hold personal data for as long as is necessary for the relevant activity, as required by law or in accordance with best practice.
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 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: DPO@atrium-homes.co.uk or email@example.com.
Queries and Concerns
If you have any queries or concerns about our use of your personal information, you can raise these with us by either contacting:
- Atrium Homes: DPO@atrium-homes.co.uk
- DPO (RGDP LLP): firstname.lastname@example.org or 0131 222 3239
You also have the right to complain to the Information Commissioner’s Office in relation to our use of your personal data. The Information Commissioner’s contact details are noted below:
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.
V2: Approved 7 March 2023