Housing Management Privacy Notice

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

•  Your name 
• address
• date of birth, gender and age
• previous address
• telephone number (s)
• e-mail address
• National insurance number
• details of your next of kin
• Physical and mental health
• Names and dates of birth of those living in the property with you
• Financial information including bank details
• Information we have obtained from third parties
• Details of previous housing issues such as rent arrears and anti social behaviour
• Details of when you have contacted us to request a service, discuss arrears or complaints

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.

 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 will include information such as:

• Ethnicity
• Disability
• Religion
• Martial Status
• Sexual Orientation

   We do not share this information, and it is reported on in an anonymous format.

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

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

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.