Privacy Notice

This Privacy Notice will illustrate how your personal data and, if applicable, special categories of personal data will be used by Larkfield.

This Privacy Notice will provide you with information about your rights under the General Data Protection Regulation (EU) 2016/679 [GDPR] and the Data Protection Act 2018 [the Data Protection Legislation] and how to action these rights.

Who we are

Larkfield Housing Association is part of the Link group of companies. The Link group of companies is committed to protect your privacy. 

Each Link group company has entered into a Data Processing Agreement with the other Link companies, which sets out clearly how and why information may be shared. This ensures that we can provide you with the services you expect from us at the same time as meeting our data protection obligations regarding your privacy. The Link group is made up of Link Group (the parent company), Link Housing Association, LinkLiving, C~urb, Horizon Housing Association, Larkfield Housing Association and West Highland Housing Association. Each member of the group is registered as a controller with the Information Commissioner’s Office [ICO].

The data protection principles set out how personal data should be managed.

Lawfulness fairness and transparency

We need to be clear and upfront about what we use your data for. 

Purpose limitation

We will only use your data for specific reasons which are set out in this guide.

Data minimisation

We will only collect data which is necessary for us to provide a service to you and will delete data when it becomes out of date. 

Accuracy

We will ensure that any personal data we collect is correct and up to date.

Storage limitation

We will keep only what’s necessary in line with our Data Retention Schedule. 

Integrity and confidentiality

We will ensure we have appropriate security to protect the data we process about you. 

We aim for this privacy notice to be clear but comprehensive and provide you with all the information you need to understand how we will manage your data.

To find out about your data is processed by us, please click below: 

What is data

Personal data

Means any identifiable information about a living person. This can include:

  • Name
  • Address
  • Telephone number
  • Date of birth
  • Tenancy reference number
  • National insurance number

Special categories of personal data

Are defined as personal data relating to a person’s:

  • Racial or ethnic origin
  • Political opinions
  • Religious or other beliefs
  • Trade Union membership
  • Health
  • Sex life or sexual orientation
  • Genetic or biometric data used to uniquely identify a person

Larkfield is a controller of your personal data. This means that we decide the purpose and conditions of processing of your personal data.

Any supplier, contractor or other third party with whom we share data is called a processor.

 

What are the conditions of processing?

The conditions of processing are basically the legal reasons for processing your personal data. We have to make it very clear why we process your data. In processing your personal data or special category personal data, we will rely on one or more of the following conditions of processing, depending on what we are using your personal data for: 

 

Personal data

Consent

You have given your consent to the processing of your personal data.

Contractual

Processing of personal data is necessary for the performance of a contract with you or for Larkfield to take pre-contractual steps at your request.

Legal obligation

Processing of personal data is necessary for Larkfield to comply with a legal obligation.

Vital interest

Processing of personal data is necessary to protect your vital interests or another individual's vital interests (this means life or death situations).

Public task

Processing of personal data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority conferred on Larkfield.

Legitimate interest

Processing is necessary for Larkfield’s legitimate interests or a third party's legitimate interests, unless these interests are overridden by your interests or fundamental right

Special categories of personal data

Explicit consent

You have given your explicit consent to the processing of your personal data. 

Employment law

Processing is necessary for carrying out obligations under employment, social security or social protection law.

Vital interest

Processing is necessary to protect your vital interests of or another person's vital interests where the data subject is physically or legally incapable of giving consent.

Legal claim

Processing is necessary for the establishment, exercise or defence of legal claims.

Public interest

Processing is necessary for reasons of substantial public interest, under law.

Medical diagnosis and treatment

Processing is necessary for the purposes of the provision of health or social care or treatment or the management of health or social care systems.

Your rights

You have a number of rights under the Data Protection Legislation which are outlined and explained below.

The right to be informed how your personal data is processed

This guide informs you how your data will be processed and sets out clearly Larkfield's lawful basis for processing.

The right to access your personal data

You can submit a Subject Access Request to access the personal data that Larkfield holds about you. You can do this by writing to:

Area Manager

Larkfield Housing Assocation

14 Lothian Road
Greenock
PA16 0PG. 

Or by email to: info@larkfieldha.org.uk  

Larkfield will then have 30 days to respond to your request. As part of the subject access request process we will ask for two forms of identification to be submitted before any information is released.

The right to rectification

If any of the personal data we hold about you is wrong, you have the right to ask us to correct it.

The right to erasure

You may request that Larkfield erase any of your personal data that is processed by us. This is also known as the ‘right to be forgotten’. Please note that this is subject to a number of exemptions and so is not an absolute right.

The right to restrict processing

If you believe that we are processing personal data unlawfully, where it is no longer needed or think that the personal data held is inaccurate you can ask us not to process that personal data.

The right to portability

You can ask us to pass on the personal data we hold about you to a third party, where you have provided that personal data to us and we have been processing it to deliver a service to you.

The right to object

You have the right to object to our processing of your personal data. However, if Larkfield can demonstrate that there is an appropriate ‘condition of processing’ in place then we may refuse to stop processing your personal data.

Rights in relation to automated decision-making and profiling

You have the right not to be subject to a decision solely based on automated processing. If a decision is made by an automated process you may ask Larkfield to have the decision investigated by a member of staff.

How to action your rights under the Data Protection legislation

If you wish to object to the use of your personal data, would like to restrict processing or have data rectified, please contact  info@larkfieldha.org.uk

The right to complain to the ICO

If you have a concern about the way Larkfield is processing your personal data, you may raise a complaint with the Information Commissioner’s Office.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

0303 123 1113

www.ico.org.uk

Marketing

We will never share or sell your personal data to a third party for marketing purposes.

Security

Electronic information that contains personal information is kept in secure systems. Laptop computers and other devices which may be taken out of the office are encrypted and password protected. Any paper files containing personal information are stored in locked filing cabinets.