GDPR Privacy Statement – Data Received from a Third Party

Privacy statement for City Building LLP

 

Who we are:

City Building is a repairs, maintenance and construction organisation and comprises City Building (Glasgow) LLP a limited liability partnership registered in Scotland (registered number SO300990 ) and City Building (Contracts) LLP a limited liability partnership registered in Scotland (registered number S0301080) both having their registered office at 350 Darnick St, Springburn, Glasgow, G21 4BA. You can contact our Data Protection Officer by post at this address, by email at:  dataprotection@glasgow.gov.uk, and by telephone on  0141 287 1055.

 

What information do we have and where did we get it from?

We have received personal information about you from a source engaged by you and on your behalf e.g. solicitor.  The information we have received consists of some or all of the following:   name, address, date of birth and other basic identifying details, national insurance number

 

Why do we need your personal information and what do we do with it?

We have been provided with your personal information to allow us to respond to the request for information  or to be able to provide services to you.

 

Legal basis for using your information:

Processing your personal information is on the basis of your consent  to provide you with services requested

 

Who do we share your information with?

We are legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies for the same purpose.  We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this.

 

How long do we keep your information for?

We only keep your personal information for the minimum period amount of time necessary.  Sometimes this time period is set out in the law, but in most cases it is based on the business need.  We maintain a records retention and disposal schedule which sets out how long we hold different types of information for.   You can view this on our website at www.citybuildingglasgow.co.uk  or you can request a hard copy from the contact address stated above.

 

Your rights under data protection law:

• access to your information – you have the right to request a copy of the personal information that we hold about you.
• Correction of your information – you have the right to ask us to correct your personal information where this is incorrect and we undertake to do so
• Deletion of your information – you have the right to ask us to delete personal information about you where:

1. you think that we no longer need to hold the information for the purposes for which it was originally obtained
2. our use of your personal information is contrary to law or our other legal obligations.

 

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information.   Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

 

Withdrawing consent to use your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

 

Please contact us as stated above if you wish to exercise any of these rights.

 

Information you have given us about other people:

If you have provided anyone else’s details on this form, please make sure that you have told them that you have given their information to City Building.  We will only use this information to respond to the request for information.

 

Complaints:

We aim to directly resolve all complaints about how we handle personal information. If your complaint is about how we have handled your personal information, you can contact the our Data Protection Officer by email at dataprotection@glasgow.gov.uk or by telephone on 0141 287 1055.

 

However, you also have the right to lodge a complaint with the Information Commissioner’s Office, who can be contacted by post at:  Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website for more information at- https://ico.org.uk/concerns

 

More information:

For more details on how we process your personal information visit www.citybuildingglasgow.co.uk

If you do not have access to the internet you can contact us via telephone to request hard copies of any of our documents.

 

GDPR Privacy Statement – Direct From Data Subject

 

Who we are:

City Building is a repairs, maintenance and construction organisation and comprises City Building (Glasgow) LLP a limited liability partnership registered in Scotland (registered number SO300990 ) and City Building (Contracts) LLP a limited liability partnership registered in Scotland (registered number S0301080) both having their registered office at 350 Darnick St, Springburn, Glasgow, G21 4BA. You can contact our Data Protection Officer by post at this address, by email at:  dataprotection@glasgow.gov.uk, and by telephone on  0141 287 1055.

 

Why do we need your personal information and what do we do with it?

You are giving us your personal information to allow us to respond to a request for information or provide you with a service or goods e.g. repairs or specialist adaptation.  We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records.

 

Legal basis for using your information:

Processing your personal information is necessary for the performance of a contract with you (or to take steps to enter into a contract with you) and on the basis of your consent

If you do not provide us with the information we have asked for then we will not be able to provide this service to you.

In certain circumstances we will process your personal information to comply with relevant legislation e.g Health & Safety .

 

Who do we share your information with?

We are legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes.  We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this.  We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.  This data sharing is in accordance with our Information Use and Privacy Policy and covered in our full privacy statement on our website.

 

How long do we keep your information for?

We only keep your personal information for the minimum period amount of time necessary.  Sometimes this time period is set out in the law, but in most cases it is based on the business need.  We maintain a records retention and disposal schedule which sets out how long we hold different types of information for.   You can view this on our website at www.citybuildingglasgow.co.uk or you can request a hard copy from the contact address stated above.

 

Your rights under data protection law:

• access to your information – you have the right to request a copy of the personal information that we hold about you.
• correcting your information – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.
• Deletion of your information – you have the right to ask us to delete personal information about you where:

1. you think that we no longer need to hold the information for the purposes for which it was originally obtained
2. we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below

• our use of your personal information is contrary to law or our other legal obligations.

 

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information.  This right might also apply if we no longer have a basis for using your personal information but you don’t want us to delete the data.  Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

 

Withdrawing consent to use your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given

 

Please contact us as stated above if you wish to exercise any of these rights.

 

 

Information you have given us about other people:

 

If you have provided anyone else’s details,  please make sure that you have told them that you have given their information to City Building l.

 

Complaints:

We aim to directly resolve all complaints about how we handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner’s Office, who can be contacted by post at:  Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website for more information at- https://ico.org.uk/concerns

 

More information:

For more details on how we process your personal information visit www.citybuildingglasgow.co.uk

If you do not have access to the internet you can contact us via telephone to request hard copies of our documents.

 

Privacy Statement – Recruitment

The following statement explains how data is managed for the purposes of recruitment, specifically managing the data received by City Building from job applicants as potential new employees.

 

Who we are

City Building is a repairs, maintenance and construction organisation and comprises City Building (Glasgow) LLP a limited liability partnership registered in Scotland (registered number SO300990 ) and City Building (Contracts) LLP a limited liability partnership registered in Scotland (registered number S0301080) both having their registered office at 350 Darnick St, Springburn, Glasgow, G21 4BA. You can contact our Data Protection Officer by post at this address, by email at:  dataprotection@glasgow.gov.uk, and by telephone on  0141 287 1055.

 

Why do we need your personal information and what do we do with it?

You are giving us your personal information to allow us to effectively manage your application through our recruitment processes and for us to meet our obligations to you as a prospective employer.

 

Throughout the duration of the recruitment process and the lifetime of any prospective employment relationship with City Building the information you provide will be used for the following purposes:

 

• Your name, national insurance number and contact details, including your home address, telephone numbers and email addresses will be used to identify you and communicate with you as necessary.

 

• During the recruitment process or at times during your prospective employment information may be gathered to assess your suitability to perform specific roles such as PVG and disclosure checks.  In addition, information will be gathered to check eligibility to work in the United Kingdom.
• Information in relation to employment history, qualifications, training certification and licences (such as a driving licence) may be required in order to validate that you are appropriately qualified to undertake the activities of the post applied for.
• Successful candidates’ personal banking details are required in order to process all payments due to you in respect of your employment with City Building.
• Information in respect of your health may be gathered via a pre-employment health check by our Occupational Health Provider.  This information is required for positions as identified via our risk assessment process.  This information is captured to ensure that we comply with our statutory responsibilities.
• During the recruitment process, you may be invited to disclose personal characteristic information as defined in the Equality Act 2010 and other equalities related information.  This information is used for statistical monitoring of City Building’s applicants and candidates.
• Some posts require prospective employees to have Disclosure checks or PVG checks made against them.  In these cases City Building will process information regarding criminal convictions (and any police intelligence regarding suspected criminality included in a PVG check) to assess your suitability for the post in question.

 

Legal basis for using your information:

In the case of recruitment, processing your personal information is necessary to take steps to potentially enter into a contract with you.  If you do not provide us with the information we have asked for then we will not be able to process your application for employment.  Some information needs to be shared with external bodies because City Building is under a legal obligation to do so.

 

Who do we share your information with?

We are legally obliged to safeguard public funds so details will be checked internally for fraud prevention and verification purposes and may be shared with other public bodies for the same purpose.  We are legally obliged to share certain data with other public bodies such as HMRC and will do so where the law requires this; we will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and proportionate.  Information is also analysed internally in order to provide management information.

 

In some circumstances there will be a requirement to share some information with organisation external to City Building:

• Information gathered in respect of accidents at work may be gathered and may be shared with the HSE as required.
• Your personal details may be shared with City Building’s insurance provider for the purposes of insurance policies held by City Building in respect of Employers Liability Insurance, Indemnification of employees and other insurance purposes as necessary.
• If at any time before, during or subsequent to application for employment you exercise your rights to enter into a dispute via the courts system, including employment tribunal, we may be required to share information in relation to your employment relationship with the courts or legal representatives as required.
• If you have ever had an appointment with City Building’s current or previous occupational health provider, you may have an occupational health record.  Such records are retained by the current occupational health provider.  The contents of your medical records are confidential and are not disclosed to City Building but will inform any occupational health reports issued to City Building by the occupational health provider.
• In the event that City Building change occupational health provider, these medical records will transfer directly to the new provider and will not pass to City Building.
• City Building is obliged to participate in the National Fraud Initiative in Scotland and in terms of this passes information on staff (primarily payroll data) to Audit Scotland for data matching to detect fraud or possible fraud.  Details of this exercise can be found on Audit Scotland’s website at http://www.audit-scotland.gov.uk/our-work/national-fraud-initiative.
• City Building is subject to freedom of information (“FOI”) legislation.  Often we receive requests which seek disclosure of information about members of staff.  Such requests are assessed carefully and we will only release staff information in response to FOI requests if doing so is compatible with our obligations under data protection law.  As a general rule we will withhold the identities of staff below Directorate level.  We will not voluntarily release non-work related information about members of staff such as home address.

 

How long do we keep your information for?

City Building maintains a records retention and disposal schedule which sets out how long we hold different types of information for.   If you are unsuccessful in the recruitment process your information will be held for a period of 6 months and will then be confidentially disposed of.

 

Your rights under data protection law:

• Access to your information – You have the right to request a copy of the personal information about you that we hold.
• Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
• Deletion of your information – You have the right to ask us to delete personal information about you where:

• You consider that we no longer require the information for the purposes for which it was obtained
• You have validly objected to our use of your personal information – see Objecting to how we may use your information below
• Our use of your personal information is contrary to law or our other legal obligations.

 

Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes.

 

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information.  The right might also apply if we no longer have a basis for using your personal information but you don’t want us to delete the data.  Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Please contact us in any of the ways set out above if you wish to exercise any of these rights.

 

Complaints:

If you do not have access to the internet you can contact us on the above number to request hard copies of any of the above documents. We seek to resolve directly all complaints about how we handle personal information.  If your complaint is about how we have handled your personal information, you can contact our Data Protection Officer by email at dataprotection@glasgow.gov.uk or by telephone on 0141 287 1055.  However you also have the right to lodge a complaint about data protection matters with the Information Commissioner’s Office, whose contact details are as follows:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone – 0303 123 1113 (local rate) or 01625 545 745; Website – https://ico.org.uk/concerns

Complaints of unfair treatment during the recruitment and selection process will be dealt with in line with the recruitment complaints procedure, details of which are made available to all applicants as part of the recruitment package.

 

More information: There is more detail on how City Building processes personal information on our website at www.citybuildingglasgow.gov.uk/privacy