Privacy Notices

Gym Membership Project Privacy Notice

Link Housing is running a pilot project to provide six-months membership of Pure Gym to participating tenants.

What data we need

In order to set up the membership with Pure Gym, we need your:  

  • Name  

  • Phone number  

  • Email address  

  • Date of birth 

Why do you need to process personal data?

Larkfield HA needs to process supplier data to consider whether to enter into a contract with a supplier/s or following the placement of a contract with a supplier/s and to meet its obligations under this contract. For example, Larkfield HA needs to process supplier data for banking purposes, and to contact suppliers about orders, deliveries, returns and/or give feedback.

In some cases, Larkfield HA needs to process data to ensure that it is complying with its legal obligations. For example, to comply with health and safety laws such as cleaning service COSHH assessments. In other cases, Larkfield HA has a legitimate interest in processing supplier data before, during and after the end of the contracting relationship.

Processing supplier data allows Larkfield HA to:

  • maintain accurate and up-to-date supplier records and contact details;
  • pay suppliers in accordance with their payment terms;
  • operate and keep a record of supplier spending to inform current and future budgets;
  • ensure effective general business administration;
  • ensure compliance with Health and Safety legislation; and
  • respond to and defend against legal claims
  • Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of suppliers and has concluded that they are not.

Larkfield HA does not collect or process special categories of personal data i.e. particularly sensitive information about its suppliers at any point, such as ethnic origin, sexual orientation or religious and/or political beliefs.

Where we store your data

Information will be stored security on Link’s SharePoint platform.  

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

 

What is the legal justification

Caption

Data Type

Condition of Processing

Name

Consent

Address

Consent

Email address

Consent

Bank Details (for re-imbursement of travel expenses)

Consent

Sharing your information

We will share your personal data with Pure Gym to allow your membership to be set up.   

Receiving data about you

We will receive information from Pure Gym about whether the membership remains active.   

Updating your information

If your details change, please contact  03451 400 100  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. 

The right to rectification

If any of the personal data we hold about you is wrong, you have the right to ask us to correct it.

Your right to erasure

You may request that we erase any of your personal data that is processed by us. This is also known as the ‘right to be forgotten’.

Please note that this is subject to a number of exemptions and so is not an absolute right.

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.