Board Members Privacy Notice

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

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.

Your personal data will be securely stored securely on iTrent. 

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 minimum period stated on our retention schedule, after which it will be destroyed if it is no longer required for the reasons it was obtained. 

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

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.

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.

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.