UKCRF Privacy Notice
Community Renewal Fund
The proper handling of personal information by Powys County Council is very important to the delivery of our services and maintaining public confidence.
Personal data is any information that relates to a person who can be directly or indirectly identified from the information. The terms 'information' and 'personal data' are used throughout this privacy notice and have the same meaning.
To ensure that the Council treats personal information correctly, we seek to adhere in full to the requirements of Data Protection legislation.
This privacy notice has therefore been produced to explain as clearly as possible what we do with your personal data.
1. The purpose for which we use your personal data
The information we collect about you is an essential part of the UK Community Renewal Fund bidding process. We will use the information for the following purposes:
- Assess and prioritise bids
- Administering payments and post payment monitoring
- We may also use it to contract you about matters specific to the Fund
The lawful basis for the processing this information is to perform a task in the public interest. We do not therefore rely on your consent to process your personal data.
2. What type of information do we use?
We collect the following types of personal data to deliver this service:
- Unique reference number
- Telephone number
- Email address
- Financial information - your accounts, cashflow, bank/payment details
3. Do we use information received from other sources?
To provide this service, we collect personal data directly from you, but we may also obtain information about you from the following sources:
- A credit check company, to determine financial viability
4. Transferring your information abroad
We use Microsoft Office 365 to process all of our emails under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside of the UK, but only in EU countries which are subject to the General Data Protection Regulation.
We don't transfer any other information about you outside of the UK.
5. Who has access to your information?
We share your personal data only when there is a need for us to do so. When we do this, we provide the minimum amount of information that is necessary in each case to the following recipients:
- The Council's Financial Services, to make payments and undertake due diligence checks
- Members of our external advisory stakeholder group as part of the assessment process
- Various Council services we need to consult where relevant including our Legal Services, Property Design, Property Services etc.
- The HM Land Registry, in order to supply land related information and to register legal charges or legal restrictions where this is necessary
- The UK Government
The data may also be shared and contractors where they are used for monitoring purposes, to evaluate the programme. Their contract will set out what they are permitted to do with personal data.
There are also other specific situations where we may be required to disclose information about you, such as:
- Where we are required to provide the information by law
- Where disclosing the information is required to prevent or detect a crime
- Where disclosure is in the vital interests of the person concerned
6. How long we will keep your information
If your bid is successful, your personal data will be held for up to two years from the closure of the bidding process. This is currently estimated to be July 2023. As part of the monitoring process, we will contact you regularly to ensure our records are up to date.
Should your bid be unsuccessful, we will erase your personal data.
7. Your Data Protection rights
You have the right to:
- Obtain access to the personal data that Powys County Council is processing about you
- Have any inaccurate or incomplete information rectified (corrected)
- Withdraw your consent to processing, where this is the only basis for the processing
- Make a complaint to the Information Commissioner's Office (ICO), the independent body in the UK which protects information rights
In some circumstances, you may have the right to:
- Object to the processing of your personal information
- The erasure of your personal data
- Restrict the processing of your personal information
- Data portability
8. Contact details
For more information regarding this privacy notice and your rights, please contact:
Data Protection Officer
Powys County Council
Contact details for the Information Commissioner's Office along with further guidance on Data Protection legislation can be found on the ICO website.