Link Group Board Members

To allow us to meet the legal and regulatory obligations of governing Boards, we process the following information about you:

• Name
• Address
• Telephone number
• Email address
• National insurance number
• DOB
• 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
• Disabilities

We need and will use your information to facilitate Board and Committee members in carrying out the roles and responsibilities set out in The Duties and Responsibilities of Board/Committee Members, Board Members Handbook and as governed by the registered rules of Link.

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.

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
• Lenders
• Local authorities
• Merchants
• Banks
• Companies House
• Care Inspectorate
• HM Revenue and Customs

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

If your details change, please contact Business Support on 0131 624 7800 to inform us to ensure that all of the information we hold about you is up to date.

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.

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. 

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

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.

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

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

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.  

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.