Community grants privacy notice

This privacy notice is designed to help you understand how and why North Yorkshire Council processes your personal data. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). The council is responsible for the processing of several community grants, making an assessment and administering grants where appropriate.

This privacy notice is intended to explain how the personal data of applicants will be processed in relation to these grants.

The council has appointed Veritau to be its data protection officer. Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire



Tel: 01904 552848

What personal information do we collect?

In order to administer community grants the council will process the following categories of personal data (relating to the nominated/ lead/senior contact listed on the application form for the relevant community organisation):

  • full name
  • full address
  • email address
  • telephone number
  • job title

Business/organisational information will also be processed as part of the application, such as governance arrangements.

For successful applicants, we will also require bank details to administer the grant.

Why do we collect your personal information?

We collect and process the information in order to be able to process your application and make decisions in relation to your grant.

We collect your contact information to be able to contact you in relation to your application and to manage the scheme when successful applicants are awarded funding.

Who do we obtain your information from?

Information is obtained directly from the application form that has been supplied by the applicant (on behalf of the organisation).

Who do we share this information with?

Within the council, we will share information with the following internal teams:

  • applicant information is seen by officers in the council who process the applications and manage the scheme
  • applicant information of successful applicants is seen by finance officers in the council to manage the grant finances
  • councillors and senior management who determine the allocation of funds
  • Within the council, information may be shared with other relevant internal departments

We do not routinely share this information externally from the Council.

How long do we keep your information for?

Data held

Retention period

Personal data held regarding unsuccessful applications

6 months

Personal data held regarding successful applications

6 years following project completion date

What is our lawful basis for processing your information?

North Yorkshire Council relies on the following lawful basis to process your personal data:

UK GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.