Procurement for Housing Scotland is committed to handling your personal information with care and transparency. This page explains what information we collect about you, the reasons we collect it, and the rights you have regarding how it is used.
PfH Scotland operates as part of Inprova Ltd, which acts as the Data Controller and is registered with the Information Commissioner’s Office (ICO). All personal information we hold is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, both of which apply in Scotland. Where relevant, we also have regard to guidance issued by the ICO specifically for organisations operating in the Scottish public and third sectors.
We have appropriate technical and organisational safeguards in place to protect your information from unauthorised access, accidental loss and unlawful processing.
We gather personal information when you register as a Member or Supplier of PfH Scotland, or when you express an interest in doing so. We also collect information when you respond to surveys, give us feedback, or sign up for one of our events. Information about how you use our website is gathered through cookies, which are covered separately in our Cookie Policy.
The personal information we may hold about you includes your full name, your organisation name and address, your job title, your areas of work and responsibility, your telephone number and email address, and your areas of interest and preference.
We process your personal information to carry out our day to day business activities. This includes keeping your account up to date, recording your product and service preferences, managing your contracts, overseeing the suppliers delivering those contracts, maintaining accurate internal records, organising your event attendance, carrying out market research, and keeping you informed about our services and relevant third party offerings.
Where you have asked us to provide specific services, we will also process your information in connection with procurement exercises, account card management, spend analysis and benchmarking, invoicing and payments.
We use information gathered through the website to improve your experience when you visit us again.
The lawful bases we rely on for processing your information are legitimate interests, performance of a contract, and compliance with a legal obligation. The basis we apply depends on the nature of the activity in question. Where we rely on legitimate interests, we have considered whether your rights and freedoms take precedence and are satisfied that they do not in the circumstances.
If you wish to object to any processing carried out on the basis of legitimate interests, or if you want to withdraw consent you have previously given, please get in touch with us at info@pfhscotland.co.uk. Depending on the nature of your objection, this may affect the services we are able to provide to you.
In some circumstances we may pass your information to third parties including energy providers, contractors, sub-contractors and intermediaries who play a role in delivering our services. We only do this where it is appropriate and proportionate, and on the basis of legitimate interests.
Your personal information may be accessed by employees and agents of PfH Scotland or the third parties described above, for the purpose of administering your account, products or services; by legal advisers or debt recovery agencies where necessary; by professional advisers supporting our service delivery; by any successor organisation in the event of a business transfer; and by law enforcement or regulatory bodies where we are required or permitted by law to do so.
We only hold your personal information for as long as we need it. We use a CRM system to regularly review, update and archive our records. Information that has been archived is reviewed on an ongoing basis and erased after six years from the date of archiving.
From time to time we may contact you with information about our services, relevant third party offerings, or invitations to take part in market research. You can ask us to stop sending you marketing communications at any time by emailing info@pfhscotland.co.uk and we will action your request promptly.
Your personal information will not be transferred outside the United Kingdom unless the receiving country offers an adequate level of data protection recognised under UK law, or unless appropriate safeguards are in place. If such a transfer is ever necessary, we will let you know in advance and ensure your rights remain protected throughout.
We use cookies on this website. Please refer to our Cookie Policy for full details of the cookies in use, what purpose they serve, and how you can manage your preferences.
For further information visit www.aboutcookies.org or www.allaboutcookies.org.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
To review the most up to date cookies, please visit our Cookie Policy page.
This website contains links to third party sites. This privacy policy covers only the PfH Scotland website. We recommend reading the privacy policy of any other site you visit through our links.
Under UK GDPR you have a number of rights regarding your personal information. These include the right to be informed about how your data is used, the right to access the information we hold about you, the right to have inaccurate data corrected, the right to request erasure of your data in certain circumstances, the right to restrict our processing of your data, the right to data portability in certain circumstances, the right to object to processing based on legitimate interests or carried out for direct marketing purposes, and the right not to be subject to decisions made solely by automated means where those decisions have a significant effect on you.
To exercise any of these rights please contact us using the details at the bottom of this page.
Raising a concern
If you have concerns about the way we handle your personal information, you have the right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk. The ICO is the supervisory authority for data protection matters across the UK including Scotland.
We review this policy regularly and will publish any changes on this page. This policy was last updated in April 2026.
If you have any questions or concerns about our privacy policy or information we hold about you, please contact us by email, telephone, or post using the details below:
F.A.O. Richard Godsland – Finance Director & Data Protection Officer
Procurement for Housing Scotland
2 Olympic Way, Woolston Grange Avenue
Birchwood, Warrington, WA2 0YL
If you are in any way dissatisfied or concerned regarding how and for what purposes we use your information, the GDPR gives you the right lodge a complaint with a supervisory authority such as the ICO www.ico.org.uk