Board Members Privacy Notice

Larkfield collects and processes the following information about its potential suppliers:

• full name of the relevant contact;
• company address;
• contact details, including email address and mobile and landline telephone numbers; and
• details of services/products provided, including email correspondence and supplier marketing material.

Larkfield collects this information in a variety of ways. For example, data is collected through enquiry telephone calls, emails, meetings, and from correspondence with you throughout the order and delivery process

WHHA needs to hold your information as we are required to comply with the governance requirements of Community and Co-operative Benefits Societies, registered social landlords and charities.  This includes the requirement to submit various regulatory and statutory returns.  We will also use your information to provide Board related support services to facilitate Board and Committee Members in carrying out the roles and responsibilities as set out in the Rules of WHHA, Code of Conduct for Governing Body Members and Job Description of Board Members.

Caption

Data Type	Condition of Processing
Name	Consent
Address	Consent
Email address	Consent
Bank Details (for re-imbursement of travel expenses)	Consent

Your data is stored electronically on a variety of secure IT systems, databases and filing systems on computers and other devices which are password protected and encrypted. Paper files are stored in locked cabinets within the Larkfield office.

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.

To view how long we keep your personal data, please visit our retention schedule here.

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
• Utility companies (where you are a new tenant or where a property has been left with unpaid bills preventing the relet of  the property)
• Council tax
• Department of Work and Pensions
• Insurers
• If you are in breach of your tenancy, we may share information with solicitors, sheriff officers or debt recovery services
• organisations which provide you with health or social care support
• Local elected councillors, MP's & MSP's

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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, the courts, legal representatives and sheriff officers.
• Reports as to the conduct or condition of your tenancy, including references from previous tenancies and complaints of anti-social behaviour.
• Communications regarding your tenancy and on your behalf, from local elected Councillors, MP's and MSP's
• Information from third parties about support and assistance provided to sustain your tenancy and/or independent living.

If your details change, please contact   01475 630930   to inform us to ensure that all of the information we hold about you is up to date.   

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.