Privacy Policy

The Buckstone Association Privacy Policy

Our contact details

Name: The Buckstone Association

Address: Box 76, 44-46 Morningside Road, Edinburgh EH10

E-mail: enquiries@thebuckstoneassociation.org.uk

Website: www.thebuckstoneassociation.org.uk

The type of personal information we collect

We currently collect and process the following information:

  • Although our main database does not include the owner’s name and mostly correspondence is sent to the “Owner/Occupier”, we may, if we are advised to do so, correspond with you directly. We may also use your name if you have previously not paid the assessment on time.
  • For those owners who rent out their property, we will correspond with either the agent responsible or the owner directly, if they have provided an address or email to us to be able to do so.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Confirming your payment of the assessment.
  • You have contacted us regarding non-payment of the assessment.
  • You have contacted us regarding the maintenance and upkeep of the estate.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • On completion of the sale of a property, information may be passed on to us by the solicitor acting on your behalf, or on behalf of the seller.
  • On bank statements which will identify your payment, your name may also be given.  We do not ask for this information.
  • If you have failed to pay the assessment on time and we need to take court action, we will check the Electoral Roll to find out your name. As stated in our Constitution, the name given on the Electoral Roll may be held responsible for payment of the assessment.

We use the information that you have given us in order to: 

  • confirm that you have paid the annual assessment due
  • communicate with you regarding payment of the assessment
  • communicate with you regarding the maintenance of the estate.

We may pass personal information on to a third party:

  • if you have failed to pay the assessment on time and legal/court action is to follow
  • if the matter concerned is not part of the Association’s remit we may share this information with an elected representative or the Fairmilehead Community Council for action.

Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is that we have a legitimate interest.

  1. Purpose: To encourage all members to pay the assessment, as required by the title deeds and for the purpose that all members pay fairly for the upkeep of the estate. We will publish the address of those members who do not pay the assessment on time.
  2. Necessity: The Buckstone Association believes this publication is necessary so as to take action against non-payers. The alternative of bringing debt recovery proceedings is likely to cost more than the amount recovered and is used only against persistent non- payers.
  3. Balance: The potential impact of this publication has been considered and  the Buckstone Association believes  that  the  rights  and interests  of  the  individuals  do  not outweigh this purpose and as this potential action is notified to all members, the Buckstone Association believes  that  this  action is  what  the  non-paying  member might expect.

How we store your personal information

Your information is securely stored with our Administrator.

  • Email correspondence will be kept for 6 years or until such time as you are no longer a member of the Association, if we are made aware of that fact. Such correspondence will then be deleted.
  • Paper correspondence will be kept for 6 years or until such time as you are no longer a member of the Association, if we are made aware of that fact.  Such correspondence will then be disposed of in a secure manner.
  • Any legal documentation relating to any member will be kept until such time as you are no longer a member of the Association. Such correspondence will then be disposed of in a secure manner.
  • For those members who do not pay on time, their records may be kept indefinitely.
  • Bank statements may be kept indefinitely.
  • Minutes of committee meetings, Annual Reports and minutes of Annual General Meetings or any other general meetings will be kept indefinitely.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at enquiries@thebuckstoneassociation.org.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at enquiries@thebuckstoneassociation.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House, Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

V1 – March 2021