How we use your personal information

Hillcrest consists of four companies – Hillcrest Homes, Hillcrest Futures, Hillcrest Enterprises and Hillcrest Maintenance. Each company is a data controller for the purposes of the Data Protection legislation and is registered with the Information Commissioner’s Office (ICO).

The majority of this privacy notice provides general information about Hillcrest’s processing of personal data. Where required, specific information will be provided at the point we collect information from you.

Specific information for tenants of Hillcrest Homes can be found here.

Specific information for tenants of Hillcrest Enterprises can be found here.

Please see the sections below for specific information relating to the processing of complaints, insurance claims and MP/MSP/Councillor Enquiries.

 

Information relating to the processing of complaints

Any information you provide will be used for the purpose of investigating and responding to your complaint. This may also include the details of any other individuals referred to in the complaint. This information is necessary in order to fulfil legal obligations we have as a registered social landlord and a support provider. Where not under a legal obligation, it is in our legitimate interests to investigate and respond to complaints. This information may be shared with external regulators such as the Scottish Public Services Ombudsman and the Care Inspectorate if the complaint is reported to them.

 

Information relating to the processing of insurance claims

Any information you provide will be used for the purpose of processing insurance claims. This information is necessary in order to fulfil legal obligations we have as an employer. Additionally, it is in our legitimate interests to protect our assets so it is necessary for us to process insurance claims to protect these interests. This information may be shared with our insurance broker, insurance companies, solicitors and loss adjusters.

 

Information relating to the processing of MP/MSP/Councillor enquiries

Any information provided by your representative will be used for the purpose of responding to their enquiry. It is in our legitimate interests to respond to issues raised by MPs, MSPs and Councillors on behalf of their constituents. Where you have given a representative consent to raise an issue on your behalf, we will share information with your representative.

 

How we collect information about you

We receive information directly from you and from relevant third parties, including third parties who may be acting on your behalf.

 

How we safeguard your information

We maintain physical, electronic and procedural security measures to:

• ensure that your personal information is treated responsibly
• to protect your information from access by unauthorised persons
• to protect your information against unlawful processing, loss, damage and destruction.

 

How long we will keep your information

We will only keep your personal data for as long as is deemed necessary and will keep it in line with our retention schedules. Our full retention schedules are published on our website and can be found through our Guide to Information.

 

Your rights

Under the General Data Protection Regulation you have the following rights in relation to the use of your personal data:

• the right to be informed;
• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restrict processing;
• the right to data portability;
• the right to object; and
• rights in relation to automated decision making and profiling.

Some of these rights will not apply in all circumstances and some may not relate to the processing carried out by Hillcrest. For further information on your rights, please see the following page on the ICO’s website: https://ico.org.uk/your-data-matters/.

 

How you can access your information

If you wish to request access to your personal data, please email informationgovernance@hillcrest.org.uk or write to:

Information Governance Adviser

Hillcrest

1 Explorer Road

Dundee

DD2 1EG

For further information please see the ICO’s guidance on requesting your personal information available on their website (https://ico.org.uk/your-data-matters/your-right-to-get-copies-of-your-data/).

 

CCTV

Where relevant, signage will be in place to advise that CCTV is in use. This will generally be for public safety and/or for the prevention and detection of crime.

 

Lodging a complaint

If you are unhappy with the way that Hillcrest has handled your personal data, you have the right to lodge a complaint with the ICO. To lodge a complaint, please see the ICO’s website (https://ico.org.uk/make-a-complaint/data-protection-complaints/).

 

Data Protection Officer

The Information Governance Adviser has been appointed as the Data Protection Officer for each company within Hillcrest. To contact the Data Protection Officer, please email informationgovernance@hillcrest.org.uk or write to:

Information Governance Adviser

Hillcrest

1 Explorer Road

Dundee

DD2 1EG

This privacy notice was last reviewed in November 2022.