Factoring Owners

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

• Name
• Address
• Telephone number(s)
• Email address
• National insurance number
• Date of birth
• Next of kin
• Financial information – including income verification, benefits payments and bank statements
• Equalities monitoring information – including ethnic origin, disability information and sexuality, for statistical monitoring purposes.
• Details of household members intending to reside with you, including name(s), date(s) of birth and their relationship to you
• Details of any person who will be acting as a guarantor on your tenancy agreement, including name, date of birth, telephone number, email address, address history, employment status and annual income.

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
• to enable us to supply you with the services and information which you have requested or expect from us
• to enable us to respond to your repair request, housing application and complaints made
• to analyse data we collect so that we can administer, support and improve  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
• for all other purposes consistent with the proper performance of our operations and business including debt recovery
• to contact you for your views on our services.

We store your data on a variety of secure IT systems, databases and filing systems including Microsoft, Google, Aareon, Filestream, ACT, Jadu and in secure locked cabinets within C~urb's offices.

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, or that of your guarantor, to third parties who act for us for the purposes set out in this notice or for purposes approved by you.

C~urb 6 Limited will provide all management services on behalf of Link Group, including the following:

• Repairs, maintenance, landscaping and other contractors, housing management system providers, survey contractors, solicitors, sheriff officers and insurance providers.

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
• Reports as to the conduct or condition of your tenancy, including references from previous tenancies, and complaints of anti-social behaviour
• References from former landlords or other parties that you have provided contact details for on your housing application

If your details change, please contact the Factoring team on 01324 417 141 or email factoring@linkhaltd.co.uk 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. 

You have the right to ask us for copies of your personal information. 

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. 

You have the right to ask us to erase your personal information in certain circumstances. 

You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

You have the the right to object to the processing of your personal information in certain circumstances . However, if Link can demonstrate that there is a compelling reason to process such personal data then we may refuse to stop processing your personal data.  

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.