Board Members Privacy Notice

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

  ·       Name

·       Address

·       Telephone Number

·       Email address

·       National insurance number

·       Date of Birth

·       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

We need and will use your information to facilitate Board and Committee members in carrying out the roles and responsibilities set out in The Duties and Responsibilities of Board/Committee Members, Committee Members Handbook and as governed by the registered rules of Larkfield.

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

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

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.

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

We may receive the following information from third parties:

 ·       Benefits information, including awards of Housing Benefit/Universal Credit

·       Payments made by you to us

·       Complaints or other communications regarding behaviour or other alleged breaches of the terms of your contract with us, including information obtained from Police Scotland

·       Reports as to the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour

If your details change, please contact a member of the Larkfield team on 01475 630930 to inform us to ensure that all the information we hold about you is up to date.

You can contact our data protection officer by post 

c/o 14 Lothian Road 

Greenock

PA16 0PG

 Or e-mailing: datamanagement@linkhaltd.co.uk

You can submit a Subject Access Request to access the personal data that Larkfield holds about you. You can do this by writing to:

Area Manager

Larkfield Housing Assocation

14 Lothian Road
Greenock
PA16 0PG. 

Or by email to: info@larkfieldha.org.uk  

Larkfield will then have 30 days to respond to your request. As part of the subject access request process we will ask for two forms of identification to be submitted before any information is released.

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.

You have the right to ask us to erase your personal information in certain circumstances.

You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

You have the right to object to the processing of your personal information in certain circumstances .

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 us at datamanagement@linkhaltd.co.uk if you wish to make a request.

If you have any concerns about our use of your personal information, you can make a complaint to us at 14 Lothian Road, Greenock PA16 8DS or by email at datamanagement@linkhaltd.co.uk

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
Wilmslow
Cheshire
SK9 5AF

 Helpline number: 0303 123 1113

 ICO website: https://www.ico.org.uk