Your data: property factoring service

How we use your information

Aberdeen City Council, acting as the property factor service on behalf of all owners in your building, will retain your name, address, telephone number and email address to facilitate day to day communication including issuing quarterly, annual and one-off invoices and year-end reconciliation, as well as to facilitate debt recovery the carrying out of scheme decisions relating to work that is required but is above its delegated authority (referred to as de minimis figure within your written statement of service) for your building. Your information will also be shared with Landlord Registration, Council Tax, Service Income for the prevention and detection of fraud and to keep our records accurate. In the event of debt recovery failing, the Property Factor will provide the other owners with your details for them to pursue the debt.

How long we keep your information for

We will keep this information for as long as you are the owner of the property. Once the property is sold, we will destroy your data after one month unless there is outstanding debt due. If there is outstanding debt due, we will keep this information until 1 month after the debt is cleared or has been passed onto the owners to deal with.

Your rights

You have rights in relation to your data, including the right to ask for a copy. See more information about all the rights you have, as well as contact details for the Council’s Data Protection Officer. You also have the right to make a complaint to the Information Commissioner’s Office if you think we haven’t handled your data properly.

Our legal basis

Aberdeen City Council, acting as property factor on behalf of all owners in your building, is the Data Controller for this information. Whenever the Council processes your data, we need to make sure we have a legal basis for doing so in data protection law. As the property factor we understand our legal basis for processing your data to be Articles 6(1)(c), 6(1)(e) and 6(1)(f) of the General Data Protection Regulation. This is because we have a legal obligation under the Property Factors (Scotland) Act 2011 and the Code of Conduct for Property Factors to consult with you and provide you with financial information and also because we have a public task of managing our finances effectively, preventing fraud and ensuring that our records are accurate. The other homeowners in your building have a legitimate interest, in the event of unsuccessful debt recovery, in receiving sufficient contact and financial details in order to pursue you for the debt.

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