Stronger communities privacy notice

This privacy notice is designed to help you understand how and why the stronger communities programme 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 stronger communities programme (‘the programme’) supports communities to play a greater role in the delivery of services in North Yorkshire. Stronger communities offers a package of support, including grants, to help ensure there are the capacity and skills available to enable communities to work with the council to take a greater role in managing and delivering a range of services, aimed at improving the well-being of people of all ages.

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

Information Governance Office
Veritau
West Offices
Station Rise
York
North Yorkshire
YO1 6GA

Email: infogov@northyorks.gov.uk

Tel: 01904 552848

What personal information do we collect?

The programme collects the following information when you or your organisation contacts us for support:

• contact details: including full name, address, telephone number and email.
• organisation name, address, telephone number and email

In addition, for our grant / investment applicants we will ask for the following organisation details:

• main contact details: including full name, address, telephone number and email
• organisation name, address, telephone number and email
• governance information, For example; constitution, articles of association & trust deeds
• financial / accounts information
• bank details
• names and, if appropriate, contact details of trustees / directors

Generally the information processed by the programme will be organisational. On some occasions applicants may supply personal email addresses and contact numbers (for example not-for-profits or sole traders). The programme will keep all information that it processes secure and in accordance with the data protection principles.

Why do we collect your personal information?

The programme collects your information to determine if your organisation is eligible to receive support from the programme. We have a responsibility to ensure that resources and funding are used for the intended purposes of the programme.

Who do we share this information with?

This information is only used internally within the Programme team or shared with the following as part of carrying out programme core activities:

• the council’s financial services team – to support payments being made (e.g. if grants are made or invoices need paying)
• relevant council service leads – to support with the evaluation of applications and bids

In addition information may be shared with:

• The council’s approved voluntary and community sector infrastructure support organisation – community first Yorkshire – if they will be part of the support process
• appointed evaluation consultant(s) – if required for programme evaluation

Mailing lists - we may use your email address to advise you of other relevant information for your organisation. This would be directly linked to the working relationship between your organisation and the programme.

How long do we keep your information for?

Information related to a grant or contract will be retained for 7 years after the project/agreement or contract end. The programme will retain other personal contact data for a period of 2 years when we will ask for your permission to update or keep the information.

What is our lawful basis for processing your information?

The programme processes your personal information in order to fulfil contractual requirements or with the intention of entering in to a contract with you.