Link Group - Members
We will provide services to support Link Group Ltd members as governed by the registered Rules of Link Group Ltd.
This notice was reviewed on 16 April 2024
What data we need
To allow us to provide the service you would expect from us, we process the following information about you:
- Name
- Address
- E-mail address
- Bank Details (for re-imbursement of travel expenses)
Why we need it
We need and will use your information to enable us to send information regarding General Meetings and other communications to Link Group Ltd members 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.
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 information | Two years after surrendering share |
Bank details | Six years |
Our full retention schedule is available here.
What is the legal justification
Data Type | Condition of Processing |
---|---|
Name | Consent |
Address | Consent |
Email address | Consent |
Bank Details (for re-imbursement of travel expenses) | 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:
- External Auditors
- Internal Auditors
Updating your information
If your details change, please contact secretary@linkhaltd.co.uk or call Governance and Asssurance on 0131 624 7800 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 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