Housing Management Privacy Notice

To allow us to manage your tenancy and provide the service you would expect from us, we process the following information about you:

•  title and full name 
• address
• date of birth, gender and age
• previous address
• telephone number
• e-mail address
• tenancy reference number
• national insurance number
• emergency name and contact details
• household member details, including full name, relationship to tenant and date of birth
• information about your employment status, financial and welfare information
• your banking details if you pay by Direct Debit
• ethnic origin
• religion
• sexual Orientation
• disability Information
• medical information

We need your information and will use your information:

•  to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you and managing your tenancy, including but not limited to responding to your repair requests, housing applications, investigating complaints made and for the purposes of processing your housing benefit/universal credit applications or payments, rent payments and debt recovery.
• to enable us to supply you with the services and information which you have requested or expect from us
• to improve our understanding of our customers and their needs
• to monitor and keep records of our communications with you and our staff
• to administer, support and improve the operating of our business and the services we offer
• to contact you in order to send you details of any changes to our services which may affect you
• keeping our records up to date and accurate
• to contact you for your views on our
• to carry out pre-tenancy checks
• for all other purposes consistent with the proper performance of our operations, business and regulatory requirements

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

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.