Factored Owners 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

Larkfield needs to process supplier data to consider whether to enter into a contract with a supplier/s or following the placement of a contract with a supplier/s and to meet its obligations under this contract. For example, Larkfield needs to process supplier data for banking purposes, and to contact suppliers about orders, deliveries, returns and/or give feedback.

In some cases, Larkfield needs to process data to ensure that it is complying with its legal obligations. For example, to comply with health and safety laws such as cleaning service COSHH assessments. In other cases, Larkfield has a legitimate interest in processing supplier data before, during and after the end of the contracting relationship.

Processing supplier data allows Larkfield to:

• maintain accurate and up-to-date supplier records and contact details;
• pay suppliers in accordance with their payment terms;
• operate and keep a record of supplier spending to inform current and future budgets;
• ensure effective general business administration;
• ensure compliance with Health and Safety legislation; and
• respond to and defend against legal claims.

Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of suppliers and has concluded that they are not.

Larkfield does not collect or process special categories of personal data i.e. particularly sensitive information about its suppliers at any point, such as ethnic origin, sexual orientation or religious and/or political beliefs.

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.

Larkfield will hold your data for the duration of the contract between us. The periods for which your data is held after the end of the contract is dependent upon the service requirements.  If we use a supplier service once a year we will maintain your details on our list of approved suppliers. Any service used less than once a year will be removed from the list from one year after the last action of the contract.

Any supplier details or marketing literature deemed irrelevant during the review process will be destroyed via shredding or deletion from the system/supplier list.

We rely on the following legal basis to use your personal data:

1.  Where it is needed to undertake and perform our legal obligations and duties to you in accordance with our continued authority to act as your factor in relation to the maintenance of common areas within the Larkfield estate and as set out within Clause Nine of your Deed of Conditions and to enable us to supply you with the services and information which you have requested or expect from
2. Where it is in our legitimate interests to do so in terms of providing land management services for the maintenance of common areas of land within the Larkfield estate, managing and relating to that such as updating your records and tracing your whereabouts for the recovery of
3. To follow guidance and recommended best practice of government and regulatory
4. For a public interest such as for some of our processing of your special categories of personal data such as about your health, if you are a vulnerable customer.

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:

• repairs and maintenance contractors
• housing management system providers
• survey contractors
• legal representatives and sheriff officers
• local elected Councillors', MPs and MSPs
• Police Scotland & Courts

We may receive the following information from third parties:

• Payments made by you to us
• Communications including information obtained from Police Scotland, the courts, legal representatives and sheriff
• Communications, on your behalf, from local elected Councillors, MPs and

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