Privacy Notice
HAF guidance (1.02 MB)
Why we collect data
Staffordshire County Council has received a grant from the government to support some families during school holidays because of increased costs (such as food and childcare) and reduced incomes. We will collect data to ensure that this grant is used to support families and vulnerable individuals who are experiencing financial hardship, so that their children can continue to receive a free healthy meal and access enriching activities.
What personal data we collect
- Personal information may be collected from suppliers as part of their grant applications and ongoing management arrangements.
- Personal information may include:
- Contact details of bidders, their staff or sub-contractors such as their name, address, telephone number and email addresses
- Copy of the company registration
- Bank account details
- Evidence of Insurances held
- Policies and procedures, Health and Safety Records
- Any other information gathered from other documents required in the HAF grant application form
How we collect your data
We will collect your data directly from yourself when you submit your HAF grant application form.
How we use your personal data
We will use your personal information for a limited number of purposes and always in line with our responsibilities, where there is a legal basis to do so, and in line with your rights under the GDPR. When we collect personal data from you, we will only use it to provide services you have been commissioned to provide under the HAF programme.
We will use the information you provide in order to:
- maintain and update your records or contact details
- contact you where necessary
- obtain your opinion and feedback about the commissioning service
- ensure that we fulfil our legal obligations
- Inform and fulfil our audit requirements
If we wish to use or share your data for any purpose other than that for which it was originally collected, we will provide information on these purposes. We will strive to make sure that the third party has sufficiently robust systems and procedures in place to protect your personal information.
Sometimes we may not be able to provide a service if you do not provide the information, we need in order to do so.
How we share your data
The information you provide us with will be to record your interest in the HAF offer and the details thereof and will help us to maintain contact with you. This will include telephone calls and e-mails.
Where necessary, information may be shared with the selected organisations delivering the Winter Holiday Activities and Food Programme (HAF) on our behalf. In such cases, the information provided is only the minimum necessary to enable us to provide an efficient and successful HAF programme. These organisations are required to retain your information in a secure manner and only use it to undertake the services they provide to you as part of the Winter programme.
We are also required by law to protect the public funds we administer and may share information provided to us with other bodies responsible for auditing or administering public funds in order to prevent and detect fraud. More information is available from the National Fraud Initiative website.
How we look after your data
Under the General Data Protection Regulations, we have a legal duty to protect any information that we hold about you. We take measures to safeguard your data and apply security standards and controls to prevent any unauthorised access to it. Information which you have provided to the council will be stored securely. It will only be used for the purpose(s) stated when the information was collected. The amount of time data is kept before being disposed of will vary depending on why it was collected, how it is used, and in line with any applicable UK laws. Our retention and disposal schedule gives details about how long we keep data.
What are your rights?
Under the GDPR you, as the Data Subject, you have the right to:
This information is usually provided free of charge, but we may charge depending on the administrative costs of providing the information. You have the right to request this in machine-readable form so that it can, if required, be transferred to a third party.
- request that we rectify any information about you that is incorrect
Simple inaccuracies, such as address changes will be made. Depending on the purpose for processing, records (including statements and opinions) may not be changed. However, there may be the option for you to provide a supplementary statement which will be added to the file.
- request that records we hold about you are erased.
- restrict processing of the information we hold about you, if you have an objection to that processing, whilst your objection is investigated.
- request that any information that you have provided to us is given back to you in a format that you can give to another service provider if required.
- object to processing of your personal information including automated decision making and profiling.
- Make a complaint to a supervisory authority if you are not satisfied with how the information held about you has been handled.
How to contact us
Please contact us if you have any questions about our privacy policy or the information, we hold about you, or if you have a complaint about privacy or misuse of data.
Email: dpo@staffordshire.gov.uk
Post to:
Data Protection Officer Information Governance Unit
Staffordshire County Council
Staffordshire Place 2
Tipping Street
Stafford
ST16 2LP
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).