UK Community Renewal Fund privacy notice

What this document is for

This privacy notice is given to you under the UK General Data Protection Regulation (the GDPR) and provides details on how, we, Norfolk County Council, use your personal information for the purposes of the UK Community Renewal Fund (UK CRF) in our capacity as Lead Authority, responsible for:

• Inviting, coordinating, appraising project bids and submitting a project shortlist to UK Government;
• The administration of the inherent UK CRF funding.

By 'use' we mean the various ways your personal information may be processed including storing and sharing the information.

What we use your information for

We may use the information about you to:

• Confirm the accuracy of the information submitted by the applicants for funding
• Maintain a record of the work we have undertaken, in support of potential future audits by relevant UK Government bodies
• Fulfil all other responsibilities attributed to the Lead Authority for the UK CRF as set out in the UK Community Renewal Fund: prospectus 2021-22 - GOV.UK (www.gov.uk) (opens new window).

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above, for instance advising interested parties on future funding opportunities.

What personal data we collect and use about you

We may collect and use:

• Names
• Email address
• Pay details
• Labour market status
• Educational attainment
• Gender
• Age

We may also collect and use information about:

• Disability
• Ethnicity

Information about disability and ethnicity is classed as "special category data" under the GDPR. We may only collect these data when it is relevant and for the purposes described above.

The GDPR includes safeguards to protect the use of your special category data. Further details can be found on our website in the document named Special category data and criminal offences data policy - Norfolk County Council which sets out our procedures for compliance with the principles of the GDPR and the retention and erasure of this information.

Who provides this information

We receive your personal information from the project proposal (UKCRF Application Form) Bid Manager and other organisations that they work with.

Who we share your information with

We may need to share your information with:

• Ministry of Housing, Communities and Local Government
• Competent regional and local authorities and relevant bodies representing civil society in accordance with the Community Renewal Fund governance.
• Our external provider for audit services, who support the delivery of our audit work
• The UK Government auditors, should they decide to undertake an audit of our work.

Any information which is shared will only be shared on a need to know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

Your personal information will also be given to third parties contracted by the County Council to provide a service to the County Council. These service providers are known as data processors and have a legal obligation under GDPR and to the County Council to look after your personal information and only use it for providing that service.

How the law protects you and the legal basis for processing your information

We have legal grounds under the GDPR to process this information because it is necessary to comply with a legal duty or fulfil a public task under Section 2(1) of the Local Government Act 2000, which permits NCC to do anything we consider likely to promote or improve the economic, social and environmental well-being of Norfolk.

We have legal grounds to process (including share) special category data because it is necessary for reasons in the substantial public interest and in the exercise of a statutory function. The statutory function is Section 149 of the Equality Act 2010.

How long will we keep your personal information for

When the information is no longer needed for the above purposes, it will be securely deleted.

If we need to use your information for research or reports to the UK Government, your information will be anonymised and any information taken from notes (handwritten or typed) during any consultation sessions will be securely destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

How we keep your information

The information is stored electronically, on the County Council's network including records management systems and in paper files.

We do not process your information outside of the UK.

Automated decision making

We do not make automated decisions about you.

Further details

We also provide the following details in our Norfolk County Council general privacy notice on our website:

• Who we are
• How long we use your information for
• Your rights under the UK General Data Protection Regulation (the GDPR) and
• How to exercise them

You can also ask us for a copy of this information.

Changes to this notice

We may amend this privacy notice at any time so please review it frequently. The date below will be amended each time this notice is updated.

This notice was created on 25 March 2021.