Board Members Privacy Notice

Larkfield Housing Association is a Registered Social Landlord and is a subsidiary of Link Group Limited. A registered Scottish Charity, Larkfield is also registered with the Financial Conduct Authority and the Scottish Housing Regulator.

As such, we are required to comply with the regulatory and governance requirements of registered social landlords, charities and Co-operative and Community Benefits Societies. We also provide services to support Board and Committee members in carrying out their roles and responsibilities as set out in the registered Rules of Larkfield, Code of Conduct for Governing Body Members and Job Description of Board Members.

Info This privacy notice was last reviewed 29 August 2024.

What information do we collect

To allow us to meet the legal and regulatory obligations of governing Boards, we process the following information about you:

Name
Address
Telephone number
Email address
National insurance number
DOB
Previous names
Bank Details
Copy of photographic identification
Previous address (if less than 2 years at current address)
Religion or other philosophical belief
Sexual Orientation
Ethnic Group
Disabilities

Why we need this information

Larkfield needs to hold your information as we are required to comply with the governance requirements of Community and Co-operative Benefits Societies, registered social landlords and charities. This includes the requirement to submit various regulatory and statutory returns. We will also use your information to provide Board related support services to facilitate Board and Committee Members in carrying out the roles and responsibilities as set out in the Rules of Larkfield, Code of Conduct for Governing Body Members and Job Description of Board Members.

What is the legal justification

Legal Justification

Data Type

Condition of Processing

Name

Legal Obligation

Address

Legal Obligation

Telephone number

Legal Obligation

E-mail Address

Legal Obligation

NI Number

Legal Obligation

DOB

Legal Obligation

Previous name

Legal Obligation

Previous Address (if moved within the last three years?)

Legal Obligation

Copy of photographic identification

Legal Obligation

Religion or other Philosophical Belief

Explicit Consent

Sexual Orientation

Explicit Consent

Ethnic Group

Explicit Consent

Disabilities

Explicit Consent

Where we store your data

Your personal data will be securely stored electronically on computers, laptops and other devices which are password protected and encrypted. Paper files will be stored in locked cabinets.

How long we will keep your information

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

To view how long we keep your personal data, please visit our retention schedule here.

Sharing your information

The information you provide to us will be treated by us as confidential.

We may disclose your information to third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

Training providers
System providers
Internal Auditors
External Auditors
Financial Conduct Authority
Scottish Housing Regulator
Lenders
Local authorities
Merchants
Banks
Companies House
Care Inspectorate
HM Revenue and Customs

Receiving data about you

We may receive personal or professional reference information from people designated by you and acting only on your authorisation relating to your suitability to take up the role of Board Member.