Members Privacy Notice

Who we are

  Larkfield Housing Association

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 and West Highland Housing Association. Each member of the group is registered as a controller with the Information Commissioner’s Office [ICO].

  We provide services to support Larkfield Housing Association Ltd members as governed by the registered Rules of Larkfield Housing Association Ltd.

 Info This privacy notice was last reviewed 29 January 2025.

Why we need this information

We need and will use your information to enable us to send information regarding General Meetings and other communications to Larkfield Housing Association Ltd members as governed by the registered Rules of Larkfield and to allow us to meet the legal and regulatory obligations of the governing Committee.

Where we store your data

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.

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.

What is the legal justification

Caption

Data Type

Condition of Processing

Name

Consent

Address

Consent

Telephone number

Consent

E-mail address

Consent

DOB

Consent

Occupation

Consent

Public positions held

Consent

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

Consent

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

Consent

Bank details (for re-imbursement of travel expenses)

Consent

Disabilities

Explicit consent

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:

  • External Auditors
  • Internal Auditors

Updating your information

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

Data Protection Officer

You can contact our data protection officer by post 

c/o 14 Lothian Road 

Greenock

PA16 0PG

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

Your right to rectify

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.

Your right to erasure

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

Your right to restriction of processing

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

Your right to object to processing

You have the the right to object to the processing of your personal information in certain circumstances . However, if Link can demonstrate that there is a compelling reason to process such personal data then we may refuse to stop processing your personal data.  

Your right to data portability

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.

How to complain

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