UMBRELLA Competition Privacy Notice

Any information that you have supplied has part of entering this completion will be held by South Gloucestershire Council in accordance with the Data Protection Act 2018 and UK General Data Protection Regulations (UKGDPR) 2021. This information will only be used as part of this exercise, and will be used by the UMBRELLA project team, and review panel. Any personal information will not be published or passed onto any other organisation. Our privacy notice below explains how we will process your personal information, how long we will retain it and your rights as a data subject.

Personal data

The following is to explain your rights and give you the information you are entitled to under the Data Protection Act 2018.
Note that this section only refers to your personal data (your name, address and anything that could be used to identify you personally), not the other contents of your UK Community Renewal Fund application.

1. The identity of the personal data controller and contact details of our Data Protection Officer
The South Gloucestershire Council (SGC) is a data controller for this competition personal data collected with the relevant forms submitted and the control and processing of Personal Data.

2. Why we are collecting your personal data
Your personal data is being collected as an essential part of the UMBRELLA SME Competition bidding process, so that we can contact you regarding your bid and for monitoring purposes. We may also use it to contact you about matters specific relating to your funding bid application.

3. Legal basis for processing your personal data
SGC will process all data according to the provisions of the Data Protection Act 2018 and the UK General Data Protection Regulation 2018 (UK GDPR) and all applicable laws and regulations relating to processing of Personal Data and privacy, including, where necessary, the guidance and codes of practice issued by the Information Commissioner and any other relevant data protection regulations (together “the Data Protection Legislation (as amended from time to time)”).

The Data Protection Legislation sets out when we are lawfully allowed to process your data.

The lawful basis that applies to this processing is Article 6 (1) (e) of the UK GDPR; that processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; data being processed belongs to business contacts processed during the routine course of business of a government department.

4. With whom we will be sharing the data
As part of the process of selecting and monitoring the your application, we will share your data with UMBRELLA project team, review panel, relevant Council departments in order to verify you meet the criteria set out by the UK Government Community Renewal Fund.

5. For how long we will keep the personal data, or criteria used to determine the retention period.
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 2024. As part of the monitoring process, we will contact you regularly to ensure our records are up to date.

Should your bid be unsuccessful, your data will be held for one year. This currently estimated to be July2023, at which point we will erase your data.

6. Your rights, e.g. access, rectification, erasure
The personal data we are collecting is your data, and you have considerable say over what happens to it. You have the right to:
a. know that we are using your data
b. see what data we have about you
c. ask to have your data corrected, and to ask how we check the information we hold is accurate
d. complain to the ICO (see below)

7. Sending data overseas
Your personal data will not be sent overseas.

8. Automated decision making
We will not use your data for any automated decision making.

9. Storage, security and data management
Your personal data will be stored in a secure government IT system. Where data is shared with third parties, as set out in section 4 above, we require third parties to respect the security of your data and to treat it in accordance with the law. All third parties are required to take appropriate security measures to protect your personal information in line with our policies.

10. Complaints and more information
If you are unhappy with the way the department is using your personal data, you can make a complaint.
You have a right to lodge a complaint with the independent Information Commissioner’s Office (ICO) if you think we are not handling your data fairly or in accordance with the law. You can also contact the ICO for independent advice about data protection, privacy and data sharing. The ICO’s contact details are provided below.
If you are not happy with how we are using your personal data, you should first contact dataprotection@communities.gov.uk.
If you are still not happy, or for independent advice about data protection, privacy and data sharing, you can contact:

The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow, Cheshire,
SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745
https://ico.org.uk/

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