Community Services small grants - privacy notice

PN0014-3
Regeneration & Strategy – Economy, Housing & Investment
Voluntary Sector Projects

Calderdale Council of Town Hall, Crossley Street, Halifax, HX1 1UJ is registered with the Information Commissioners Office (ICO) under the provision of the Data Protection Act 2018. The Council takes its responsibilities under the Act very seriously.

This privacy notice explains how your personal information will be processed if you make an application on behalf of your organisation for a Community Small Grant.

The type of information we will collect

The following personal information will be collected directly from you:

• Name and contact details of those applying for the grant
• The address of your group or organisation, where this is your personal address.

Why we collect and hold this information

Your personal information is collected for the purposes of assessing your application for a Community Services grant, as you have requested, and to manage successful grants. We need to collect this information:

• To maintain accurate records of your organisation’s name and contact details
• To verify that your organisation is eligible for the grant and assess your application
• To contact you with the outcome of your application
• To administer your grant, should you be successful
• To maintain contact with you regarding future funding opportunities, consultations, or other information that may be useful to voluntary sector organisations, if you choose to be added to our mailing list/register.

Sharing your information

Your information may be shared with:

• The Community Foundation for Calderdale (CFFC) to make appropriate checks on organisations and grants awarded.
• The VSI Alliance Calderdale to share relevant information to provide support to the Calderdale voluntary, community, and social enterprise sector (VCSE).
• Details of all financial transactions will be shared with our finance department. In the event that money needs to be paid back to the council, your personal information may also be shared with our finance department for the purpose of debt recovery via the Council’s sundry debtor procedure.
• We may also share your information with our contracted enforcement agents if necessary for the collection of outstanding monies.

The lawful basis for the processing your data information

• Article 6(1)(a) – your consent in respect of any contact via our mailing list • Article 6(1)(b) – processing is necessary for the performance of a contract
• Article 6(1)(c) – processing is necessary for compliance with a legal obligation to which the controller is subject 
• Article 6(1)(e) – processing is necessary for the performance of a public task or in the exercise of official authority vested in the controller

Your rights

The GDPR provides the following rights for individuals. Not all rights are absolute and therefore will only apply in certain circumstances:

• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling.

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. If you wish to exercise your rights, or be removed from the mailing list, please contact us by emailing: Grants@calderdale.gov.uk or write to VCS (Grants) Team, 1st Floor Princess Buildings, Halifax HX1 1TS.

How long we will keep your information

Your information will be kept for a maximum of six years after the financial year the last payment on the grant is made. Mailing list contact details will be periodically checked and retained for as long as it is maintained, or until such time as you no longer wish to be on the list.

How to complain

You have the right to complain to the Data Protection Officer if you feel that your data has not been handled in accordance with the law.

You can contact the Council’s Data Protection Officer at information.management@calderdale.gov.uk.

You also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk