Board Member Privacy Notice
We provide services to support Board and Committee members in carrying out their roles and responsibilities.
This notice was reviewed on 16 April 2024
These are set out in The Duties and Responsibilities of Board/Committee Members, Board Members Handbook and as governed by the registered rules of Link, and in the Articles of Association. This Privacy Notice is applicable to Link Group, Link Housing, LinkLiving and C-urb 6 Board Members.
What data we need
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
Why we need it
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.
Where we store your data
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.
What is the legal justification
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 |
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:
- 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
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 Business Support on 0131 624 7800 to inform us to ensure that all of the information we hold about you is up to date.
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 |
---|---|
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.
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 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
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk