Privacy Policy

Our contact details

Name: Scotland’s Housing Network (SHN)

Address: 5 South Charlotte Street, Edinburgh, EH2 4AN

DPO: Trudi Tokarczyk

Phone Number: 07432713406


This privacy notice was completed on 21st October 2022.

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, includes first name, last name, job title and employer.
  • Contact data, includes email address, employers address, telephone number.
  • Transaction data, details of products and services that you have used, including the SHN events that you have attended.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data includes your password, event registrations made by you, your interests, preferences, feedback and survey responses.
  • Usage Data includes information about how you use our website and the Communities of Practice you engage with.
  • Marketing and Communications Data includes your preferences in receiving marketing from us, including via our Communities of Practice.

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:

  • Creating a user account to allow you to access our member website.
  • Signing up to Communities of Practice, to keep you up to date with relevant marketing materials.
  • Registering for events, to provide you with event information and to record attendance of individual events. This helps us to monitor the engagement in individual events.
  • Completing surveys, feedback is an important way in which we develop our services to meet our members needs.

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

  • Your employer provides user data as part of the membership sign up process or annual account management updates. This includes your name, email address and selected Communities of Practice.

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

  • Offer relevant membership products and services, that your employer contracts from us, directly to you.
  • Monitor engagement with our membership services and products to ensure that what we offer meets the needs of our members.

We may share this information with other member organisations, specifically as aggregated data.

We may also supply data directly to your employer, this allows your employer, our member, to monitor engagement with our services and thus the value for money of their membership subscription.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

We have a legitimate interest.

How we store your personal information

Your information is securely stored.

We will only keep your data for as long as is reasonable to do so, for purpose that it is intended.

  • Personal identifiers, will be kept for as long as you are employed by a member organisation
  • Contact data, will be kept for as long as you are employed by a member organisation
  • Transaction data, will be kept for as long as you are employed by a member organisation. Aggregated data will be kept for a period of six years once a membership organisation is no longer a member of SHN.
  • Technical Data, will be kept for as long as you are employed by a member organisation
  • Profile Data, will be kept for as long as you are employed by a member organisation
  • Usage Data, will be kept for as long as you are employed by a member organisation
  • Marketing and Communications Data, will be kept for as long as you are employed by a member organisation.

Consent to the use of cookies.

For our website to function properly we use cookies. To obtain your valid consent for the use and storage of cookies in the browser you use to access our website and to properly document this we use a consent management platform: CookieFirst. This technology is provided by Digital Data Solutions BV, Plantage Middenlaan 42a, 1018 DH, Amsterdam, The Netherlands. Website: referred to as CookieFirst.

When you access our website, a connection is established with CookieFirst’s server to give us the possibility to obtain valid consent from you to the use of certain cookies. CookieFirst then stores a cookie in your browser in order to be able to activate only those cookies to which you have consented and to properly document this. The data processed is stored until the predefined storage period expires or you request to delete the data. Certain mandatory legal storage periods may apply notwithstanding the aforementioned.

CookieFirst is used to obtain the legally required consent for the use of cookies. The legal basis for this is article 6(1)(c) of the General Data Protection Regulation (GDPR).

Data processing agreement

We have concluded a data processing agreement with CookieFirst. This is a contract required by data protection law, which ensures that data of our website visitors is only processed in accordance with our instructions and in compliance with the GDPR.

Server log files

Our website and CookieFirst automatically collect and store information in so-called server log files, which your browser automatically transmits to us. The following data is collected:

  • Your consent status or the withdrawal of consent
  • Your anonymised IP address
  • Information about your Browser
  • Information about your Device
  • The date and time you have visited our website
  • The webpage url where you saved or updated your consent preferences
  • The approximate location of the user that saved their consent preference
  • A universally unique identifier (UUID) of the website visitor that clicked the cookie banner

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 our Data Protection Officer at Trudi.tokarczyk@scotlandshousingnetwork or 07432713406 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 by contacting our Data Protection Officer at trudi.tokarczyk@scotlandshousingnetwork or 07432713406

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





Helpline number: 0303 123 1113

ICO website: