Factoring Owners

We oversee maintenance, repairs and improvements to the common areas of properties. We work with you to ensure that these are maintained to a high standard by providing a flexible high quality and cost efficient service. Find out more about  our factoring services. 

 Info This notice was reviewed on 16 June 2024.

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(s)
  • Email address
  • National insurance number
  • Date of birth
  • Next of kin
  • Financial information – including income verification, benefits payments and bank statements
  • Equalities monitoring information – including ethnic origin, disability information and sexuality, for statistical monitoring purposes.
  • Details of household members intending to reside with you, including name(s), date(s) of birth and their relationship to you
  • Details of any person who will be acting as a guarantor on your tenancy agreement, including name, date of birth, telephone number, email address, address history, employment status and annual income.

Why we need it

We need your information and will use your information:

  • to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you
  • to enable us to supply you with the services and information which you have requested or expect from us
  • to enable us to respond to your repair request, housing application and complaints made
  • to analyse data we collect so that we can administer, support and improve  our business and the services we offer
  • to contact you in order to send you details of any changes to our services which may affect you
  • for all other purposes consistent with the proper performance of our operations and business including debt recovery
  • to contact you for your views on our services.

Where we store your data

We store your data on a variety of secure IT systems, databases and filing systems including Microsoft, Google, Aareon, Filestream, ACT, Jadu and in secure locked cabinets within C~urb's offices.

How long we 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 following minimum periods after which this will be destroyed if it is no longer required for the reasons it was obtained.

Document Type Retention Period
Application information not relating to tenancy – including application form and any supporting evidence (e.g. wage slips and bank statements) Current calendar year plus one year
Tenancy Information – including tenancy agreement, details of household, NI number, employer information. Current calendar year plus one year from the end of the tenancy or a clear account (whichever is later)
Complaints information Current calendar year plus 5 years or as per Tenancy Information (whichever is later)

Our full retention schedule is available here.

What is the legal justification

Sharing your information

The information you provide to us will be treated by us as confidential.

We may disclose your information, or that of your guarantor, to third parties who act for us for the purposes set out in this notice or for purposes approved by you.

C~urb 6 Limited will provide all management services on behalf of Link Group, including the following:

  • Repairs, maintenance, landscaping and other contractors, housing management system providers, survey contractors, solicitors, sheriff officers and insurance providers.

Receiving data about you

We may receive the following information from third parties:

  • Benefits information, including awards of Housing Benefit/Universal Credit
  • Payments made by you to us
  • Complaints or other communications regarding behaviour or other alleged breaches of the terms of your contract with us, including information obtained from Police Scotland
  • Reports as to the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour
  • References from former landlords or other parties that you have provided contact details for on your housing application

Updating your information

If your details change, please contact the Factoring team on 01324 417 141 or email factoring@linkhaltd.co.uk 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 datamanagement@linkhaltd.co.uk or by post to Link House, 2c New Mart Road, Edinburgh EH14 14L. 

Your rights

Your right of access

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

Your right to rectification

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 process

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 Link House, 2c New Mart Road, Edinburgh EH14 1RL 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 



SK9 5AF 

Helpline number: 0303 123 1113 

ICO website: https://www.ico.org.uk 

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