Privacy Statement

This document explains why we collect personal information, how we use it, who we may share it with and how we keep it secure.


26 April 2019

SHR is committed to protecting your privacy in line with the requirements of the General Data Protection Regulation (GDPR). Any personal information provided to us will only be used to discharge our statutory functions under the Housing (Scotland) Act 2010 and other relevant legislation.

What we hold

The majority of personal data we hold relates to the organisations we regulate. We hold some personal data about tenants and service users, governing body members and staff and statutory appointees of social landlords in Scotland. This information includes names, contact details and individual feedback on the performance of social landlords in Scotland.

We obtain this information directly from tenants and service users or from social landlords.

Why we need it

We need to process your personal data in order to regulate to protect the interests of tenants, homeless people and others who use the services provided by social landlords.

We use this information to monitor and assess performance of social landlords, identify and understand risks to the interests of tenants and service users and monitor social landlords’ compliance with our regulatory standards.

What we do with it

The personal data we process is held on servers hosted within the EU and processed by SHR staff or contracted third parties acting on behalf of SHR.

Our IT system has effective security procedures in place to prevent unauthorised access to personal data. We have a records management policy in place to oversee the secure processing of personal data.

How long we keep it

We have a records retention and destruction policy in place in order to comply with the data protection principle that we do not keep personal information for longer than necessary. Generally, we will keep information for between five and ten years, however, information that is of particular corporate value will be retained for a longer period. More information about our retention schedule is available on request.

Who we may share it with

We may share information with other relevant bodies, such as other regulators and the Scottish Public Services Ombudsman, in the course of carrying out our regulatory functions. The exchange of personal information will be in line with data protection principles, which will be reflected in any Memorandum of Understanding we have with other bodies.

In the event of an appeal against a regulatory decision, we may share personal data by our external, independent appeal panel member. Find out more about our appeals process against regulatory decisions.

What are your rights?

You can contact us to request access to the information we hold about you, object to the processing of your personal data or to ask that we correct any inaccurate or out of date information that we hold about you.

If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).


Lorna Clark
Data Protection Officer Scottish Housing Regulator Buchanan House
58 Port Dundas Road Glasgow
G4 0HF
Email: Telephone: 0141 242 7189