Information from the Doncaster Community Fund Members Ward Budget Allocation – COVID-19

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the purpose of determining your grant application from the Doncaster Community Fund. The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.

 

What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:
  • personal information – such as: your name, organisations name address, telephone number

How do we collect information about you?

The information is collected when you complete and submit the Doncaster Community Fund Elected Member Ward Budget application form to your ward councillor.

How will your information be used?

Your information might be used to provide you with a grant payment to assist the community during the Covid-19 Pandemic but to also signpost people to you, who need assistance from the area your service covers.

Your information will be detailed on a list of groups/people who have received a grant from the Local Authority from the Doncaster Community Fund Members Ward Budget to assist their project during the Covid-19 pandemic.

The list is to be retained on a database by the Local Authority Help line so it has a full picture of what groups are already providing support and can continue to offer support and assistance to people who are seeking help.

The Legal Basis for using your information

Information required by contract (or information required to enter into a contract)

You are required to provide us with your information to receive this service. The consequences of not providing the information requested is:
  • Not receiving a grant from the Doncaster Community Fund Ward Member budget to support your scheme during the Covid-19 pandemic.
The Council reserves the right to claw back any Grant monies paid and end this Agreement if the legal obligations detailed in the Agreement are not met.

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:


Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

Collecting personal details to enable a grant to be provided

(1)(b) Because to do so is necessary to take steps at your request to enter into a contract for this service, or for the performance of a contract to which you are party.

 

 

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For supporting the community with your project during the Covid-19 Pandemic we may need to share your information with:
  • Your Councillor;
  • Project partners;
  • People in the community who need support from your project
In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information, the table below sets out typical timescales for each activity:

Activity

Time information kept for

Recording personal information for the provision of a grant.

7 years from last contact.

Your rights

The law gives you specific rights over your information. These rights are:
  • to be informed of our use of information about you;
  • of access to information about you;
  • rectify information about you that is inaccurate;
  • to have your information erased (the ‘right to be forgotten’);
  • to restrict how we use information about you;
  • to move your information to a new service provider;
  • to object to how we use information about you;
  • not to have decisions made about you on the basis of automated decision making;
  • to object to direct marketing; and,
  • to complain about anything the Council does with your information (please see the ‘Complaints’ section below).
Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:
  • monitoring the Council’s compliance with data protection law;
  • providing expert advice and guidance on data protection;
  • acting as the point of contact for data subjects; and,
  • co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).
The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

Complaints

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

Last updated: 07 May 2020 14:51:24