Owner Occupier Privacy Notice

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

 Larkfield Housing Association is part of the Link group. The Link group of companies is committed to protecting your privacy.

 Each Link group company has entered into a Data processing Agreement with the other Link companies, which sets out clearly how and why information may be shared. This ensures that we can provide you with the services you expect from us at the same time as meeting our data protection obligations. The Link group is made up of Link Group (the parent company), Link Housing Association, Link Living, C~urb, Horizon Housing Association, Larkfield Housing Association and West Highland Housing Association. Each member of the group is registered as a controller with the Information Commissioner’s Office [ICO].

 Larkfield Housing Association provides land management services for the maintenance of common areas of land within the Larkfield estate. We ensure the proper maintenance of the common areas, thereby ensuring that the legal obligations that fall to you (as an owner occupier) and the Association are being met.

 

As a Registered Social Landlord we collect this information as the tenancy agreement we have with you is a legally binding contract.  We need the information to make sure we are abiding by the law in providing you with the house in the first place and then to allow us to continue to provide you with the services and support required by that contract.

As a tenant you have a number of rights and we need to make sure that you are aware of them if your circumstances change and this information allows us to do that.

 As a landlord we also have a duty to charge and collect a fair rent for the property, we use the information you provide to make sure we keep in touch with you and keep you informed of any action, including legal action we are taking if we have not been able to collect the rent for the property.

As your landlord we are also responsible for carrying out repairs to your property or improvements such as new kitchens, bathrooms or double glazing and the information you provide is used to organise this work.

We also collect some information that is called ‘special category data’. We collect this as we are legally required to make sure we provide services fairly and equally. 

This information is also collected prior to allocating someone a house to comply with legislation in making sure those in priority need are considered for a tenancy.

This will include information such as:

• ethnicity;
• disability;
• religion;

We do not share this information, and disability and ethnicity information is reported in an anonymous format to the Scottish Housing Regulator annually.

To allow us to provide the service you would expect from us, we process the following information about you:

  ·       Name

·    Address

·       Telephone Number

·       Email address

·       DOB

·       Occupation

·       Public positions held/membership of other housing associations

·       Details of any business directorships relevant to the work of Larkfield HA

·       Details of any professional/voluntary work or activities relevant to the work of Larkfield HA 

·       Bank Details (for re-imbursement of travel expenses)

·       Disabilities

 

We store your information in what is called a “Housing Management System” – this is basically a large database, an electronic information storage system. We also keep some information on paper-based forms; these are stored in the Larkfield area office. It’s also possible, if you have contacted us by email, that some information will be held in the email system.

We also have an electronic filing system or document management system, where any forms or correspondence are scanned and stored.

 

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

 

Caption

Data Type	Condition of Processing
Name	Consent
Address	Consent
Email address	Consent
Bank Details (for re-imbursement of travel expenses)	Consent

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:

• Repair Contractors
• Any company we engage to carry out surveys
• Local Authorities
• Insurers
• If you are in arrears, we may share information with solicitors, sheriff officers or debt recovery services
• organisations which provide you with health or social care support
• Local elected councillors, MP's & MSP's

   

      

We may receive the following information from third parties:

• Payments made by you to us
• Complaints or other communications regarding anti-social behaviour or other alleged breaches that relate to your Title Deed
• Information obtained from Police Scotland, the courts, legal representatives and sheriff officers.
• Communications on your behalf, from local elected Councillors, MP's and MSP's

If your details change, please contact   01475 630930   to inform us to ensure that all of 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

Your right of access

 You have the right to ask us for copies of your personal information

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  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.