Privacy notice - UK Community Renewal Fund
Overview
This privacy notice covers the personal information we collect from applicants to the UK (United Kingdom) Community Renewal Fund, including how that data is stored, shared and deleted.
East Sussex County Council has been designated as a lead authority by the UK Government for the UK Community Renewal Fund. As such, we are responsible for issuing an invitation for bids, receiving the bids, shortlisting the bids that will be sent to UK Government for consideration, paying grants to successful projects and managing and monitoring their performance.
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?
In order to deliver the UK (United Kingdom) Community Renewal Fund, we will collect and process data that is specific to project applications only. This will include contact information (name, email address, telephone number), financial data (grant amount requested, match funding, total project cost) and other project information relevant to assessing bids (planning permissions, outputs and outcomes). We will not collect any data beyond this, so no special category personal data will be processed (such as age, gender, racial or ethnic origin, physical or mental health).
How will your information be used?
The processing of your information is required to ensure East Sussex County Council can effectively deliver the UK (United Kingdom) Community Renewal Fund programme. This includes assessing project bids against UK Government’s criteria, as well as the local strategic priorities, liaising with successful project applicants in order to defray funding from UK Government, managing and monitoring the performance of successful project applicants, and producing reports for UK Government’s monitoring and evaluation purposes.
All information received from project promoters will be to a dedicated secure email address, and will be stored in a secure environment.
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?
Processing is necessary “for the performance of a task carried out in the public interest or in the exercise of official authority vested in the County Council” - in this case the UK (United Kingdom) Government designating East Sussex County Council a lead authority for the UK Community Renewal Fund.
Furthermore, consent is obtained as part of the bidding process, whereby a data protection and consent statement is included in the application form provided by UK Government.
The processing of data is necessary for the delivery of the UK Community Renewal Fund. The absolute minimum amount of data is collected and is used for this purpose only.
How long will your information be kept for?
The duration of the processing is until the end of the UK (United Kingdom) Community Renewal Fund programme on 31 March 2022, with a retention period of 10 years thereafter (as per the County Council’s Retention Schedule, entry ED3, Economic Development business funding and programmes).
Sharing your information
Project bids are assessed by the County Council against UK (United Kingdom) Government’s funding criteria, as well as local strategic priorities. Those project bids selected to go forward will be shared with the UK Government (Ministry of Housing, Communities and Local Government, MHCLG).
MHCLG is the funding body of the UK Community Renewal Fund, and has the role of joint Data Controller.
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.
Your rights
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:
Strategic Economic Infrastructure Team
County Hall (West-B)
St Anne’s Crescent
Lewes
BN7 1UE
Email: Community Renewal Fund
To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)