Privacy notice - Newhaven Business Grants Programme
This Privacy notice covers the processing of personal data carried out as part of the Newhaven Business Grants Programme. The programme is part of the Newhaven Town Deal, funded by Lewes District Council and the Towns Fund. Please note that this privacy notice only covers personal data that is processed by the service.
East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
The Newhaven Business Grants programme processes a range of personal data about customers in order to provide grant funding.
This normally includes name, phone number, business address and contact email address for the business contact.
Businesses will also have to submit financial information as part of their application.
Age bracket and gender are collected for equality and diversity monitoring, both of which are optional.
Additional business details are required to receive the service, and a narrative of support will be recorded.
As part of monitoring the reach of our services we will ask for special category data – ethnicity and health data for equality and diversity monitoring. This information is optional and is not a requirement of receiving the service.
For those opting into marketing emails an email address is required.
How will your information be used?
We hold your information so that we can provide the service, deliver grants to Newhaven businesses and keep in touch with you. For those who are registering for marketing emails including the newsletter, your email address will allow East Sussex County Council and Lewes District Council to contact you with relevant information including a newsletter. The newsletter is managed by Mailchimp, who have their own privacy notice.
The personal data of the Newhaven Business Grants programme will be used to enable the delivery of the service for operational reasons (such as to provide ongoing support where necessary and collect feedback on the service via email). It is also required to evidence service delivery to our funders: the Government Department for Levelling Up, Housing and Communities, and the Ministry of Housing, Communities & Local Government.
The use of the business' information may include matching to other data sources to understand more about organisations like yours and general patterns and trends, although the business’ data will not be published or referred to in a way which identifies any individual or business.
Personal and special category data will be used to understand the reach of our services and promote equality and diversity.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the legal basis for processing your information?
Your data is processed under Article 6(1)(e) the processing is necessary to perform a task in the public interest.
Your consent will be requested to collect special category or equalities data under articles 6(1)(a) and 9(2)(a) of the General Data Protection Regulations. Consent will also be requested and maintained separately for email marketing.
If wish to withdraw consent for us to hold consent based data or wish to opt out of marketing emails please contact us at NewhavenGrants@eastsussex.gov.uk
How long will your information be kept for?
Personal data will normally be held for 10 years, as per the programme’s retention schedule. For more information on how long information is retained please see the East Sussex County Council retention schedule.
For marketing recipients, your data will be held until you unsubscribe. This can be done either through the newsletter and marketing email itself, or by emailing the Newhaven Grants Programme: NewhavenGrants@eastsussex.gov.uk.
Sharing your information
The Newhaven Business Grants programme is a funded service and therefore it is necessary that we share the details you provide to us with our funders – Lewes District Council, Department for Levelling Up, Housing and Communities, and Ministry of Housing, Communities & Local Government – for research and evaluation purposes. This is a condition of using the fully funded service and processing is necessary under Article 6(1)(e) as a task carried out in the exercise of our authority in order to be able to supply this service.
Any sharing of personal data is always done:
- on case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Use of third party organisations
East Sussex County Council may share your information with trusted external organisations to process your data on our behalf.
In order to provide this service, we need to share your data with the programme’s funders: Lewes District Council, Department for Levelling Up, Housing and Communities, and Ministry of Housing, Communities & Local Government.
Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
Newhaven Business Grants Programme
Community, Economy, and Transport
East Sussex County Council
St Anne’s Crescent
Lewes BN7 1UE
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)