Supplier Privacy Notice

Larkfield defines a supplier as a person or organisation that provides something that the company needs, such as a product or service. On entering into a contract with us, you trust us with your personal information.

This Privacy Notice is meant to help you understand what data we collect, why we collect it, what we do with it, how we keep your personal data safe, and your individual rights over your personal data.

We are strongly committed towards the privacy of sensitive information, acting transparently and meeting our obligations in respect of data protection. Whenever you provide personal information, we will treat that information in accordance with this Privacy Notice, relevant legislation and best practice.

 Info This privacy notice was last reviewed on  29th January 2025

What data we need

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

 

Why do you need to process personal data?

We collect this information to:

 ·       undertake and perform our obligations and duties to you, in line with our continued authority to act as your factor in relation to the maintenance of common areas within the Larkfield estate and as set out within Clause Nine of your Deed of Conditions.

· ensure that we can manage the grounds maintenance contract, including but limited, to responding to emergency and routine repairs, monitoring landscape maintenance contractors on your behalf, pre- and post-inspection of works, apportioning costs, issuing of annual bills, processing payments and maintaining owner accounts, including the recovery of debt.

·       supply you with the service and information which you have requested or expect from us.

·       contact you to send you details of any changes to our services which may affect you.

·       Contact you for your views on our services.

Do I have to provide personal data

You have some obligations under your contract agreement to provide Larkfield HA with relevant data in order for us to enter into a contract with you. In particular, you are required to provide relevant and accurate contact details and invoicing details, and it is in your best interests to provide all relevant information pertaining to your services. Failing to provide this data may mean that we are unable to fulfil our contractual obligations to you.

Who can access personal data?

We disclose supplier data for the purposes of operational use with Larkfield HA employees.

If necessary, Larkfield HA will share your data with third parties such as solicitors and Courts in relation to disputes, or with third parties that process data on our behalf, such as for the purposes of end of year accounting.

We will never sell your details to a third party or transfer your data to countries outside the European Economic Area

How do we protect personal data?

Larkfield HA takes the security of your data very seriously. Larkfield HA has internal policies and controls in place to ensure as is reasonably practicable that your data is not lost, accidentally destroyed, misused or disclosed to irrelevant third parties, and that your data is only accessed and used by Larkfield HA employees in the performance of their duties. Electronic supplier data is stored securely via a secure server and password protected systems. Financial information is also stored within Larkfield HA chosen online banking systems. Hardcopy information is locked away when not in operational use. Data is subject to restricted access as appropriate.

Where Larkfield HA engages third parties to process personal data on its behalf in the course of its business operations, such parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate measures to ensure the security of data held.

How long do we keep personal data

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

 

Your rights

As a data subject, you have rights over your personal data collected by us. 

You can:

  • access and obtain a copy of your data on request;
  • require Larkfield HA to change incorrect or incomplete data;
  • require Larkfield HA delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where Larkfield HA is relying on its legitimate interests as the legal ground for processing;
  • ask Larkfield HA to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Larkfield HA's legitimate grounds for processing data; and / or
  • ask Larkfield HA not to process your personal data for marketing purposes and to ask us not to share your personal data with third parties other than our employees