Privacy policy
What this privacy policy covers
This privacy policy sets out how we will process any personal data that we collect from you or that you provide us. It applies solely to information collected by Under One Roof and describes your relationship with Under One Roof.
The General Data Protection Regulation (GDPR) describes how organisations must collect, handle, process, and store personal information. These rules apply regardless of whether data is stored electronically, on paper, or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely, and not disclosed unlawfully.
If our privacy policy changes, the updated version will be uploaded to this page. This version of our privacy policy was last updated in December 2023.
Who this privacy policy applies to
Processing of your data is required in order to provide our services to you and to send you the information you have requested. This policy applies to individuals who have shared their data with Under One Roof as a service user, related organisation, employee, supplier, or in any other capacity. It applies to individuals who use our enquiry service, sign up to our newsletter, register for our online or in-person events, or contact us by email or other means.
Who we are
Under One Roof is a charity that provides owner-occupiers, landlords, and housing professionals in Scotland with free and impartial information on tenement maintenance and repair management. We are a registered Scottish charity (Scottish Charity number SC050495). For more information, see About us.
Personal data we collect
Personal data refers to any information relating to an individual that enables them to be identified. This does not include data in which the individual’s identity has been removed (anonymous data). The personal data which we may collect from you or ask you to provide us with includes name, email address, local authority, and whether you are an owner-occupier, landlord, or other housing professional. We may also collect personal usage data, such as how you engage with our newsletter.
How we collect your personal data
We may collect your personal data through direct interactions you have with us. This may include personal data you provide when you:
- submit an enquiry via our enquiry service on our website or by emailing us directly
- subscribe or request to be subscribed to our newsletter
- register for an in-person or online event
If you use our enquiry service, we may wish to contact you again to follow up on the progress of your enquiry, however, we will not send you marketing communications without your explicit consent. Sometimes, we may refer to enquiries on our website, social media, and in our newsletter. Any enquiries that are referred to will be anonymised. However, if you do not wish for your enquiry to be used in our communications, please let us know.
How we use your personal data
We will store and process your data to allow us to provide our services to you, and only when the law allows us to. This may include responding to your enquiry, sending you our newsletter or event updates via email, or updating you about an event for which you registered and/or attended. If you are a third party, we will collect, store, and process your data as required to manage the relationship between us.
Below is a table which outlines the ways we may use your personal data and under which legal basis this is covered.
| Activity | Purpose | Legal basis for processing |
|---|---|---|
| When you submit an enquiry to us via our website or directly via email | To respond to your enquiry | Legitimate interest: to provide you with information to support you with your enquiry; provide our services to you |
| When you subscribe to our newsletter or request to be subscribed to our newsletter | To send you the newsletter and track engagement with newsletter content | Consent: you have opted-in to receive the newsletter, either yourself, or you have given us permission to subscribe you to the newsletter Legitimate interest: to provide you with informative content and relevant updates |
| When you register for an online or in-person event | To track attendance, contact you if there are any changes to the event details, share information from the event, request feedback, and manage CPD requests | Legitimate interest: to be able to manage the event; provide our services to you; improve future events |
| When you submit a Q&A or feedback form via a Google form prior to or following an in-person or online event (Q&A forms can be submitted anonymously when preferred; feedback forms can be submitted anonymously, but may include your personal data if you request to be subscribed to the newsletter) | To respond to questions during online events or follow-up a question asked during an event, and obtain feedback for events | Legitimate interest: to be able to provide our services to you; to improve future events offered |
Sharing personal data
We may share your personal data with third-party service providers when required to meet our obligations to you. For example, we use Bigmarker to host online events, Mailchimp for sending our newsletters, and Eventbrite for managing our events. Third-party service providers will not use your personal data for their own services, unless you give them consent to do so.
International data transfers
Some of the information that you provide to register for an in-person or online event and to subscribe to our newsletter is transferred, stored, and processed in locations outside both the UK and the European Economic Area, such as the United States of America. These transfers are facilitated through third-party organisations, such as Eventbrite and Mailchimp. These third-party organisations are either Privacy Shield certified or implement numerous measures to ensure compliance with UK General Data Protection Regulation. By supplying your information, you consent to the international transfer and storage of your data as outlined in this policy. If you require further information or have any questions about international data transfers, please contact us at info@underoneroof.scot.
How long we retain your data
We will only store your personal data for the duration required to fulfil the purposes for which we collected it for. To determine the appropriate timeframe for retaining personal data, we consider factors such as the amount, nature, and sensitivity of the data provided, the potential risk of unauthorised use or disclosure, the purposes for processing the data, the feasibility of achieving those purposes through alternative methods, and compliance with relevant legal requirements.
How we protect your personal data
Access to your data is strictly controlled and monitored to ensure your privacy. We may store your data on servers which are based in the UK, EU, and third countries as necessary. We use industry standard security protocols and technology to secure data and ensure all appropriate controls are in place. We take your privacy seriously and will only use your personal information to provide the services you have requested from us and to send you information that you may be interested in. We will never sell, share, or use your personal information other than as described here.
Withdrawing consent
You can withdraw consent to the use or request the deletion of your personal data at any time by contacting us to let us know at info@underoneroof.scot.
How to contact us
If you have any questions about how we collect and process personal data, please contact us at info@underoneroof.scot.
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