How we use your information
When you request a housing repair we will collect your personal information (name, address and contact details) along with the type of repair requested. We will verify your name and address by cross-referencing it with our systems.
When we identify a housing repair, programme of works or a requirement to undertake investigations to establish if repairs to works need to be undertaken we will verify your name and address by cross-referencing it with our systems and will contact you to let you know.
Where we have contractors undertaking work on our behalf, we will need to provide your personal information directly to our contractor.
Once a record of the requested repair has been made it will be stored in our management system and used by the relevant trades, including third party contractors. Third party contractors will use the personal information provided to them to undertake repairs and to fulfil their contractual obligations to the Council.
How long we keep your information for
The record of the repair to the property will be stored electronically and will be kept as long as the property exists and remains in council ownership. At the end of this period it will be securely destroyed.
Invoices relating to property repairs will be retained for 6 years from the end of the financial year and then securely destroyed.
Your rights
You have rights in relation to your information, including the right to ask for a copy of it. See the Your data page for more information about all the rights you have, as well as the contact details for the Council’s Data Protection Officer. You also have the right to make a complaint to the Information Commissioner's Office if you think we haven’t handled your information properly.
Our legal basis
Wherever the Council processes personal data, we need to make sure we have a legal basis for doing so in data protection law. The Council understands our legal basis for processing personal data in relation to your application as Article 6(1)(e) of the General Data Protection Regulation (GDPR). This means that we collect this information to fulfil our public task as a landlord to repair houses, as set out in the Housing (Scotland) Act 2001.
If, in the course of undertaking this task, we process special category data about health which is relevant to the repair being requested, we do so under Article 9(2)(g) of GDPR, where the processing is in the substantial public interest under Schedule 1 of the Data Protection Act 2018.