Subject Access Requests

You are entitled to request access to the information we hold about you. This is known as a Subject Access Request. You do not have to tell us why you want to see your information. Before we release information to you, we need to be confident of your identity so we may ask you for additional information in order to verify it.

You can make a Subject Access Request verbally or in writing.

To allow the Association to respond to you as quickly as possible please describe the information you want as clearly as possible.  A form is available here to assist you and you can complete this and send it to us, hand it in to the office or complete it and email it to us at dpo@yorkhillha.org

If information is required in a particular format we will provide this in accordance with our equalities duties.

You can however contact any member of the Association’s staff who will pass any requests for information, advice or assistance.

The Information Commissioner's Office website also has further useful guidance on this topic.

Can I Access Information About Someone Else?

We will need to be satisfied you have the individual’s permission to act on their behalf. You may be committing an offence to seek data about other individuals without their consent.

If you wish to access information about someone else, we will require their written consent for you to do this in the form of representation mandate or a legal document which proves you can act on their behalf, for example a power of attorney or guardianship order. The relevant sections of the Subject Access form should be completed confirming you are acting on behalf of the individual.

Can Any Information Be Withheld?

There are some circumstances where the information you have asked for contains information that relates to another person.

Unless the other person gives their permission, or it is reasonable in all the circumstances to provide the information without permission, we are entitled to withhold this information.

Third party information may be edited out (redacted) so that it does not form part of the requested information.

There are exemptions within the General Data Protection Regulations and the UK Data Protection Act 2018 which may allow us to refuse to comply with your request.

Where an exemption applies to the facts of your request, we may refuse to provide all or some of the information requested, depending on the circumstances. For example, if providing you with the information would be likely to affect the way crime is detected or prevented. When responding to you, the reasons will be explained.

What If I Am Dissatisfied With The Handling of the Request?

If you are unhappy with the response to your subject access request then you can raise a concern to us about it for us to review. 

The Association has appointed a Data Protection Officer, Daradjeet Jagpal, who ensures we comply with data protection laws. If you have any questions, please contact the DPO by: e-mail at daradjeet@infolawsolutions.co.uk; telephone on 07852 905 779; or writing to: Data Protection Officer, Yorkhill Housing Association, 1271 Argyle Street, Glasgow, G3 8TH.

You can also contact us by: e-mail at administration@yorkhillha.org; telephone on 0141 285 7910; or writing to: Yorkhill Housing Association, 1271 Argyle Street, Glasgow, G3 8TH.