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.
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What’s the legal justification?
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Data Type
|
Condition of Processing
|
|
Name
|
Legal Obligation
|
|
Address
|
Legal Obligation
|
|
Telephone number
|
Legal Obligation
|
|
E-mail Address
|
Legal Obligation
|
|
NI Number
|
Legal Obligation
|
|
DOB
|
Legal Obligation
|
|
Previous name
|
Legal Obligation
|
|
Previous Address (if moved within the last three years?)
|
Legal Obligation
|
|
Copy of photographic identification
|
Legal Obligation
|
|
Religion or other Philosophical Belief
|
Explicit Consent
|
|
Sexual Orientation
|
Explicit Consent
|
|
Ethnic Group
|
Explicit Consent
|
|
Disabilities
|
Explicit Consent
|
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 Corporate Services 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.
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.
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Document Type
|
Retention Period
|
|
Personal data
|
6 years after resignation from the Board or Committee
|
|
Special categories of personal data
|
1 year after resignation from the Board or Committee
|
|
Bank details
|
6 years
|
|
Board minutes
|
Permanently
|
|
Board reports
|
7 years
|
To view Link's full data retention schedule please click 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.
Our privacy notice is regularly kept up to date and this version was updated on 8 November 2021. The latest full version is always available from our website.
