Older Persons' service tenants

Link's Older Persons' service is committed to providing housing for older people that helps them to lead independent lives.

 Info This notice was reviewed on 29 August 2023.

Link is registered with the Care Inspectorate to provide Housing Support.

The data we need

To allow us to provide the service you would expect from us, we process the following information about you:

  • Name
  • Address
  • Email address
  • Telephone number
  • National Insurance Number
  • Date of birth
  • Next of Kin name, address and contact details
  • Health and disability information which may be relevant to your tenancy

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 our Telecare providers to respond to any calls that are made via the emergency alarm system when the Sheltered Housing Officer is off duty, at evenings and weekends
  • to enable us to respond to your repair request, housing application and complaints made
  • to analyse the what 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
  • to contact you for your views on our services.

Where we store your data

Your information will be held on Link’s secure Housing Management system – Aareon, and in our Electronic Document Management System – Filestream.

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
Tenancy Agreement Duration of tenancy
Support Plan Duration of tenancy
Next of kin information Duration of tenancy
Health and Disability Information Duration of tenancy

Our full retention schedule is available  here.

What is the legal justification

We will process your personal data with your consent and special categories of personal data with your explicit consent. The details of your next of kin and GP details will be processed in your vital interests.

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:

  • Housing Management system providers
  • Care Inspectorate (if you live in sheltered housing and have given your consent)
  • Telecare providers (emergency call system call centres)
  • Local Authority Social Services/Care Agencies
  • Repairs contractors

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
  • Information from Local Authority Social Services/Care Agencies where a care package is in place or an assessment of need is ongoing

Updating your information

If your details change, please contact your Sheltered Housing Officer or Retirement Housing Officer to inform us of any change and 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 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.

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  

Stay Connected