Board Members Privacy Notice

Horizon Housing Association is a Registered Social Landlord and is a subsidiary of Link Group Limited.  A registered Scottish Charity, Horizon is also registered with the Financial Conduct Authority and the Scottish Housing Regulator.

As such, we are required to comply with the regulatory and governance requirements of registered social landlords, charities and Co-operative and Community Benefits Societies.  We also provide services to support Board and Committee members in carrying out their roles and responsibilities as set out in the registered Rules of Horizon, Code of Conduct for Governing Body Members and Job Description of Board Members.

Info This privacy notice was reviewed 31 January 2025

What information do we collect

To allow us to meet the legal and regulatory obligations of governing Boards, we process the following information about you:

  • Name
  • Address
  • Telephone number
  • Email address
  • National insurance number
  • Date of birth
  • Previous names
  • Bank Details
  • Copy of photographic identification
  • Previous address (if less than 2 years at current address)
  • Religion or other philosophical belief
  • Sexual Orientation
  • Ethnic Group
  • Disabilities

Why we need this information

Horizon 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 Horizon, Code of Conduct for Governing Body Members and Job Description of Board Members.

Where we store your data

Your personal data will be securely stored securely on iTrent. 

What is the legal justification

Legan justification

Data Type

Condition of Processing

Name

Legal Obligation

Address

Legal Obligation

Telephone number

Legal Obligation

E-mail Address

Legal Obligation

NI Number

Legal Obligation

Date of birth

Legal Obligation

Previous name

Legal Obligation

Previous Address (if moved within the last three years?)

Legal Obligation

Copy of photographic identification

Legal Obligation

Religion or other Philosophical Belief

Explicit Consent

Sexual Orientation

Explicit Consent

Ethnic Group

Explicit Consent

Disabilities

Explicit Consent

How long we will keep your information

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.

Sharing your information

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:

  • Link Group, as the parent company 
  • Training providers
  • System providers
  • Internal Auditors
  • External Auditors
  • Financial Conduct Authority
  • Scottish Housing Regulator
  • Lenders
  • Local authorities
  • Merchants
  • Banks
  • Companies House
  • Care Inspectorate
  • HM Revenue and Customs

Receiving data about you

We may receive personal or professional reference information from people designated by you and acting only on your authorisation relating to your suitability to take up the role of Board Member.

Updating your information

If your details change, please contact 0330 303 0089 or e-mail@horizonhousing.org to inform us to ensure that all of the information we hold about you is up to date.

Data Protection Officer

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. 

Your rights

 

Your right of access

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

Your right to rectify

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.

Your right to erasure

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

Your right to object to processing

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

Your right to restriction of processing

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

Your rights to data portability

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.  

Please contact us at  business@horizonhousing.org  if you wish to make a request.  

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us at Leving House, Fairbairn Place, Livingston, West Lothian EH54 6TN or by email at business@horizonhousing.org

You can also complain to the ICO if you are unhappy with how we have used your data.  

The ICO’s address:              

Information Commissioner’s Office  

Wycliffe House  

Water Lane  

Wilmslow  

Cheshire  

SK9 5AF  

Helpline number: 0303 123 1113  

ICO website: https://www.ico.org.uk