Community Grants privacy notice

Community grants/funding applications privacy notice

The following privacy notice applies to community grants and funding applications.

This notice explains how personal information is going to be used, what it is used for, who it might be shared with and why and for how long it is to be kept.

The council (CBC) is fully committed to complying with The Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

We ensure that your personal data is processed fairly, lawfully kept safe and secure and retained for no longer than is necessary.
The Data Protection Officer for CBC is Head of Legal and Democratic Services. 

If you have any concerns or questions about how we look after your personal information please contact the Data Protection Officer.

What information is collected?

The council collects and processes some personal information as part of your funding application. Information gathered will enable us to provide financial assistance in accordance with published guidance and eligibility criteria, and to provide details of other support to which organisations may be eligible to apply. 

How we collect and use information

The council will collect the information through a web form or other application form as part of the funding application process. We will not share any of the information collected with any other person or organisation except for those agencies stated below.

We ask for personal identifiable details of named group/organisation officers (name and contact details) in support of your funding application.

What information is collected?

  • Name
  • Contact address
  • Email address/website URL
  • Telephone/mobile number
  • Bank account details for the organisation
  • Company Registration number/Registered Charity number
  • Organisation type/Legal entity (governing document)
  • Number of employees/volunteers and beneficiaries
  • Information about the service/project activity
  • Information on income/expenditure and reserves of the organisation
  • Bank statements/lease agreements for the organisation
  • Certain policies and procedures such as safeguarding vulnerable groups
  • Other forms of evidence about the organisation or activity

Who we share data with

  • West Sussex local authorities including Fraud teams
  • Other Funders where you are in receipt of funding or have a funding application lodged

Fraud prevention and identity checks

If you apply for a grant or receive grant funding from the council, we may undertake checks for the purposes of preventing fraud and money laundering and to verify your identity. These checks require us to process personal data you have provided about you and your nominated representatives and data we have received from third parties.

How long do we keep your personal information?

For successful applications, your information will be kept for as long as the terms of the funding agreement apply, with an additional 6 months allowed for final performance reports. Unsuccessful applications will be deleted within 6 months of processing. All information will be securely disposed of or deleted. 

All information we collect is stored securely on our IT systems. 

You have the right to contact us and ask for your information to be removed where there is no obligation or statutory requirement for it to be kept. 

Automated decision making

Your personal data will not be subject to any automated decision making.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access - you have the right to ask us for copies of your personal information
  • Your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances
  • Your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances
  • Your right to object to processing - you have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you

Withdrawal of consent

The lawful basis upon which the council process personal data is set out in this notice. However, where personal data is solely processed on the basis of consent, you will have the right to withdraw that consent.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the "last updated" date at the bottom of this notice. We encourage you to periodically review this notice and to be informed of how we protect your information.

Where can I get advice?

Crawley Borough Council is registered as a Data Controller with The Information Commissioner’s Office (Registration Number Z5327706).

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO):

  • Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire DK9 5AF
  • Tel:  0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
  • Visit ico.org.uk
  • Email casework@ico.org.uk