Healthy Holidays programme - privacy notice

How we use your information

Calderdale Metropolitan Borough 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 as Data Controller under the Data Protection Act and UK GDPR very seriously.

This privacy notice explains how your personal information will be processed if you submit your details on the Healthy Holidays booking system.

The type of information we will collect:

The following information will be collected about you/your child:

• Name, address and date of birth
• Gender and Ethnicity
• School attended
• Medical information (e.g, allergies and other necessary information)
• SEND/Disability information
• Behavioural information
• Eligibility for benefits (e.g., Free School Meals),
• Banking details (if paying for sessions)
• Profile picture and photo consent
• Emergency Contact details

Why we collect and hold this information

The data is being collected to help deliver an effective Holiday activity programme in line with Department for Education (DfE) requirements. We need to process your personal information in order to:

• keep you informed of relevant information
• book your child onto the selected session
• ensure eligibility for the programme
• ensure that your child’s needs are met during the session and that your child is appropriately safeguarded
• obtain feedback to help us to understand the effectiveness of the sessions and plan future services.

Sharing your personal data

Your information will be shared with the contracted providers of the Healthy Holidays booking system, Coordinate SaaS Ltd, who act as Data Processors on our behalf, and contracted activity providers.

Non-identifiable statistical information will be shared with the Department for Education (DfE). Your personal information will not be shared with any external organisations unless you have explicitly consented to it. We will never share your information with third parties without your consent unless the law allows us to do so.

The lawful basis for the processing your data

• Article 6(1)(a) and Article 9(2)(a) – your explicit consent for the processing
• Article 6(1)(e) – for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
• Article 9(2)(b) – To comply with employment, social security, and social protection law

Retaining your personal information

Your information will be held for a maximum of six years after the year the record was created, at which time it will be securely destroyed.

Your rights

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

1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and

You also 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