Access to Information
Bield handle and create a huge amount of information every day. We share information that Bield customers and the public may find useful on our website www.bield.co.uk
During the course of our activities we process personal information about you (hard copy, electronically, or otherwise) and we recognise the need to treat it in an appropriate and lawful manner. Information which is about you, and from which you can be identified, is known as your "personal information". We will only collect personal information about you when you specifically and knowingly provide it to us, and we recognise the need to treat it in an appropriate and lawful manner. We take the issue of security and data protection very seriously and strictly adhere to guidelines published in the Data Protection Act 2018 and the General Data Protection Regulation (EU) 2016/679 (GDPR).
We are notified as a ‘Data Controller’ with the Information Commissioners’ Office under registration number Z5643453, and we are the data controller for any personal information you provide us.
We have our own Data Protection Policy available.
Subject Access Requests
You have a right to access any information held by us about you, and to have any inaccuracies corrected. A request to access your personal data is known as a "subject access request". We request individuals submit their subject access request in writing. We will make reasonable adjustments for anyone with a disability that makes it difficult for them to submit a SAR in writing. A Subject Access Request form will then be sent by email or post, to be completed by the individual, which will ensure we have all the necessary information to conduct the search.
All Subject Access Requests must be supported with proof of identity. We will not retain copies of the identification documents. Appropriate proof of identity might include:
- driving licence
- birth certificate
- rent book
- recent utilities bill
There will be no charge for a SAR. In the event that a SAR is manifestly unfounded or excessive, particularly if it is repetitive, Bield will charge a ‘reasonable fee’.
Bield will respond to the individual within one month from receipt of a correctly submitted SAR.
Bield will provide the individual with an electronic or hard copy of the personal data requested, unless any exemption to the provision of that data applied by law. If the personal data comprises data relating to any other persons then reasonable steps will be taken to protect this data. Furthermore, if Bield does not hold personal data sought by the individual then we will advise them as soon as possible and/or within one month from the date of request.
If you are not happy with how we handle your request, please let us know and we will try to resolve your complaint. If you are still not happy, you should contact the Information Commissioner's Office. Their details are:
The Information Commissioners Office – Scotland
45 Melville Street
Telephone: 0303 123 1115
Environmental Information Regulations
You have the right to request environmental information from Scottish public authorities. Requests can be made under the Environmental Information (Scotland) Regulations 2004 (EIRs) and they work in a similar way to Freedom of Information requests, even though Bield are not subject to Freedom of Information (Scotland) Regulations.
You can make an EIR request or request assistance to make a request by contacting our Data Protection Officer via the contact details below. When you request environmental information from us, we will provide it to you within 20 working days.
Charges may apply if you request a lot of information or if the information would take us a long time to produce. Our Schedule of Charges is available here.
Occasionally there will be reasons why we cannot provide the information you have requested. If that is the case we will tell you why.
You can challenge our decision and ask us to review our response. If you are unhappy after the review, you can appeal directly to the Scottish Information Commissioner.
The Scottish Information Commissioner
St Andrews, Fife
Other requests for information
Bield as a Housing Association are not subject to the Freedom of Information (Scotland) Act 2002. To ensure we operate in an open and transparent manner we will consider reasonable requests for information that do not fall under Data Protection or Environmental Information under our Openness and Confidentiality policy.
If you have any queries regarding your rights to access information from Bield or to make a request, please contact us on :
Tel: 0131 273 4000
Address: Data Protection, Bield Housing & Care, 79 Hopetoun Street, Edinburgh, EH7 4QF