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.
- 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:
- Telephone number
- Email address
- National insurance number
- 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
- 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
Condition of Processing
Previous Address (if moved within the last three years?)
Copy of photographic identification
Religion or other Philosophical Belief
- 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.
We will generally keep your information for the minimum period stated on our retention schedule, after which it will be destroyed if it is no longer required for the reasons it was obtained.
6 years after resignation from the Board or Committee
Special categories of personal data
1 year after resignation from the Board or Committee
Our full retention schedule is available 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
- Local authorities
- 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.
- Updating your information
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.
- Data Protection Officer
You can contact our data protection officer at email@example.com or by post to Link House, 2c New Mart Road, Edinburgh EH14 14L.
This privacy notice was last reviewed March 2022