Link Housing Tenants
Link Housing Association provides tenancy management services across Scotland to people living in our properties.
The housing and support staff work with tenants to deal with the everyday aspects of having your own home, including paying rent, repairs, budgeting and keeping the areas around your home clean and tidy. They can also offer advice and direct you to support if your circumstances change and you need some help to deal with things like universal credit, moving to a smaller or larger house or dealing with anti-social behavior.
- What data we need
To allow us to provide the service you would expect from us, we process the personal information you provide us with, which includes
- Your name
- telephone number(s)
- e-mail address
- National insurance number
- Date of birth
- Details of your next of kin
- Names and dates of birth of those living in the property with you
- Notes from conversations we have with you in relation to arrears or complaints
- Details of when you have contacted us to request a service, for example for a housing officer to call or visit you
- Why we need it
We collect this information as the tenancy agreement we have with you is a legally binding contract. We need the information to make sure we are abiding by the law in providing you with the house in the first place and then to allow us to continue to provide you with the services and support required by that contract.
As a tenant you have a number of rights and we need to make sure that you are aware of them if your circumstances change and this information allows us to do that.
As a landlord we also have a duty to charge and collect a fair rent for the property, we use the information you provide to make sure we keep in touch with you and keep you informed of any action, including legal action we are taking if we have not been able to collect the rent for the property.
We also collect some information that is called ‘special category data’. We collect this as we are legally required to make sure we provide services fairly and equally. This will include information such as:
- Marital Status
- Sexual Orientation
We do not share this information, and it is reported on in an anonymous format.
- Where we store your data
We store your information in what is called a ‘Housing Management System’ – this is basically a large database, an electronic information storage system. We also keep some information on paper based forms; these are stored in the area office for your location. It’s also possible, if you have contacted us by email, that some information will be held in the email system.
We also have an electronic filing system or document management system, where any forms or correspondence are scanned and stored.
- How long we will keep your information
We continually look at how long we hold onto information you have provided to us and how long it should be kept for. Generally once it has served its purpose it will be destroyed, however there are some instances when we will need to keep some of the information you have supplied. For example once your tenancy has ended we will only keep any information received during that tenancy for 6 months, unless you left owing money for rent or repairs. If money is due, we will hold on to the relevant information required to help us to pursue that debt.
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 3 months after the tenancy has ended unless there is money owed for rent Tenancy forms 3 months after the tenancy has ended Sheltered Housing Support Plans 3 months after the tenancy has ended Correspondence 3 months after the tenancy has ended Stage 2 complaint investigation and correspondence 12 months after the tenancy has ended if appropriate to allow for escalation to Ombudsman
Our full retention schedule is available here.
- What's the legal justification?
There are a number of pieces of legislation that require us to collect the information from you.
Data Type Condition of Processing Personal Data
The Housing (Scotland) Act 1987 as amended
The Housing (Scotland) Act 2001
The Housing (Scotland) Act 2006The Housing (Scotland) Act 2014 (once enacted)
Special Category Data
The Housing (Scotland) Act 2001, section 105
The Scotland Act 1998, Schedule 5, section L2The Equalities Act 2010
- 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:
- Repair contractors
- Any company we engage to carry out surveys
- Local authorities
- Police (if necessary for the prevention or detection of crime)
- Department of Work and Pensions
- Utility companies (where a property has been left with unpaid bills preventing the relet of the property)
- Council Tax
- 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
- 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 email@example.com or by post to Link House, 2c New Mart Road, Edinburgh EH14 14L.
- Changes to our privacy notice
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.