Privacy notice surveys and consultations

Personal information is information that alone or combined with other information may identify you. Under UK GDPR personal data is defined as:

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

We do not consider personal information to include information that has been anonymised so that it does not allow you to be identified.

When you complete a survey or respond to a consultation, we may ask you for personal information to allow us to contact you to deal with any follow-up request or enquiry.

The information we collect from you may include the following personal information:

• name, email address, and telephone number
• any personal data you may choose to include within the free text box

We may also collect special category data relating to your equalities characteristics. In this case, we will seek your consent to use this information.

We will use the personal information that you provide to:

• Undertake research and statistical analysis to help improve our business processes and the services offered to our customers, as well as to evaluate our performance against other benchmarks. Where possible, statistical information is anonymised or pseudonymised.
• Carry out customer segmentation research to allow us to better understand our customers characteristics and prioritise, tailor and target services in order to gauge satisfaction and make improvements based on feedback.
• To comply with equality monitoring requirements of the Scottish Housing Regulator. 

We will retain consultation and survey response information until our work on the subject matter is complete.

The Albyn Group is the Data Controller of any personal information that you provide.

We use  CXFeedback to conduct our digital surveys and its privacy notice can be viewed here: cx-feedback.co.uk/privacy

All personal data provided will be stored within the EEA.

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

Your rights in relation to your personal information are:

• you have a right to request access to the personal information we hold about you by making a Subject Access Request
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request we correct or complete your personal information
• you have a right to request we restrict the processing of your personal information for specific purposes
• if you wish us to delete your personal information, you may request that we do so.

Any requests received by us 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.

The accuracy of our information is important to us - please help us keep our records updated by informing us of any changes to your personal information.

In the event you have any questions about our privacy notice or information we hold about you, or you wish to make a complaint about how your personal data is being processed by us or third parties as described above, please contact our Data Protection Officer:

• informationrequests@albynhousing.org.uk
• 0300 323 0990

Please note that if you contact us by telephone, your call maybe recorded for training and quality purposes.

You also have the right to complain to the Information Commissioner’s Office (the ‘ICO’) about how we have processed your personal data. The ICO can be contacted at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, by telephone on 0303 123 1113 or through the website www.ico.org.uk.

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