Your data: property factoring service

How we use your information

Aberdeen City Council, acting as the property factor service on behalf of all owners in your building will use your personal data for the following:

  • To facilitate day to day communication with homeowners;
  • To issue quarterly, annual and one-off invoices and year end reconciliation;
  • To facilitate debt recovery;
  • To carry out scheme decisions relating to required work but is above delegated authority for your building (this is referred to as de minimis figure within your written statement of service);
  • To manage complaints; 
  • To contact you to obtain your views and thoughts on the Factoring Service through online surveys; and
  • To verify and update name, address and contact details across the Council to make sure we are keeping your personal information accurate and up to date.

Who we share information with

Your information will be shared with Landlord Registration for the prevention and detection of fraud and to keep our records accurate.  In the event of debt recovery failing, the Property Factor will provide the other owners with your details for them to pursue the debt. 

Statistical information obtained from responses to surveys will be shared with the Scottish Housing Regulator every 3 years. You will not be identified from this information.

How long we’ll keep your information

We will keep information relating to the administration of your property factoring service for 5 years from when we stop providing you with a factoring service. If you have an outstanding debt, we will keep this information until the outstanding debt has been paid. 

We will keep information relating to a homeowner’s complaint for 5 years from the date of the receipt of the first complaint. 

The information that relates to payments for your property factoring service for the current financial year plus 6 years.

Responses received to surveys will be kept until we complete our analysis. The analysis will be kept for statistical purposes and you will not be identifiable from this information.

Your rights

You have rights in relation to your data, including the right to ask for a copy. See more information about all the rights you have, as well as 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 data properly.

Our legal basis

Aberdeen City Council, acting as property factor on behalf of all owners in your building, is the Data Controller for this information. Whenever the Council processes your data, we need to make sure we have a legal basis for doing so in data protection law. As the property factor we understand our legal basis for processing your data to be Articles 6(1)(c), 6(1)(e) and 6(1)(f) of the General Data Protection Regulation. This is because we have a legal obligation under the Property Factors (Scotland) Act 2011 and the Code of Conduct for Property Factors to consult with you and provide you with financial information and also because we have a public task of managing our finances effectively, preventing fraud and ensuring that our records are accurate. The other homeowners in your building have a legitimate interest, in the event of unsuccessful debt recovery, in receiving sufficient contact and financial details in order to pursue you for the debt.

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