HoME Service Privacy Notice

The service provides ‘traditional’ tenancy support services to Link Housing Association and Paragon Housing Association tenants. The service is based on the following outcomes: 

  • Improved confidence managing home,
  • Improved feeling of being settled in home,
  • Improved confidence asking for help,
  • Improved feeling of connected to community,
  • Improved access to local services.

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

  • Name
  • Address
  • Date of birth
  • Telephone numbers
  • Email address
  • Next of kin contact details
  • Tenancy information records
  • GP’s name, address and telephone number and the contact details of other health professionals involved in your care and support
  • Health and disability information which helps us understand your care and support needs
  • Information about the outcomes you want to achieve and the steps you take towards them
  • Risk assessments
  • Support notes

Most of this information is contained in your Housing Association Referral Form and your Support Plan.  In addition, we process: 

  • Letters and electronic communications we receive or send in relation to your care and support

We need your information and will use your information:

  • to enable us to supply you with the services and information which you have requested or expect from us
  • to analyse what we collect so that we can administer, support and improve our business and the services we offer
  • to contact you to send you details of any changes to our services which may affect you
  • to contact you for your views on our services.
  • to share with SQA any issues and record qualifications
  • to share with funders

We store your data: 

  • on our secure internal computer systems
  • paper records stored in locked filing cabinets

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.

We will generally keep your information for the following minimum periods after which this will be destroyed if it is no longer required for the reasons it was obtained.

 

Document Type

Retention Period

Initial referral form

Five years from the last day you are supported by our service

Support plans/Record of Improvement (ROI) forms

Five years from the last day you are supported by our service

Letters we receive or send in relation to

your care and support

Five years from the last day you are supported by our service

 

Our full retention schedule is available here. 

We will process your personal data with your consent and special categories of personal data with your explicit consent. The details of your next of kin will be processed in your vital interests.

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 

  • Referral agencies
  • Housing Associations
  • Statutory Authorities (HMRC, Local Authority, Utilities, etc.)
  • Other support providers
  • Care Inspectorate

We may receive the following information from third parties: 

  • Benefits information, including awards of Housing Benefit/Universal Credit
  • Complaints or other communications regarding behaviour or other alleged breaches of the terms of your tenancy agreement from local housing associations, 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 

 

If your details change, please contact the HoME Service on 01324 466860 or by email at lareception@linkliving.org.uk to inform us to ensure that all of the information we hold about you is up to date.

 

Your rights

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

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.