Schools holiday activity fund privacy notice

What personal information is being processed and what for

We will process your personal data for the following purposes:

• determining whether you are eligible for the Holiday Activity and Food Programme

Which personal data will be processed

HAF activities are booked through an online booking platform. When making a booking personal information is required to assess eligibility for the programme. In addition, the information gathered provides details to ensure children/young people are/can be appropriately cared for if their booking is approved.

On the booking platform the parent/carer/booker will need to provide their name, post code, contact number/s and email address. Child/young people information requested includes name, date of birth, school, confirmation of programme eligibility criteria met and food allergies/dietary requirements. If children/young people have identified  SEND needs, additional information is requested.

Why is the processing necessary

The processing of this personal data is necessary for the Council to undertake a public task as defined under Article 6(1)(e) of the GDPR, i.e. the processing is necessary for the council to perform a task in the public interest or for its official functions, and the task or function has a clear basis in law. In relation to the lawful basis for processing personal data, this programme meets Section 6, 2 b - the exercise of a function of the Crown, a Minister of the Crown or a government department. With regard to the HAF programme, pursuant to section 31(3) and 31(4) of the Local Government Act 2003, the Secretary of State determined that the HAF grant will be paid subject to the conditions in Annex B.

Your personal data will be processed for this specific purpose. although your details may be shared between council departments and other agencies where there is lawful authority to do so. This may include sharing information about relevant council services with parent/carer/booker who have opted in to receive emails from the council on the HAF booking platform.

Your personal data will be kept strictly confidential and only accessed by those staff that need it. It will be stored in a secure, password-protected database/spreadsheet on the council's computer system.

Who we will share your information with

Your personal data will only be shared with the council’s third party advice and support partners who will be processing the data only to assess your eligibility for financial assistance and to ensure you receive the financial assistance that you are entitled to.

How long we will keep your personal information

Your personal data will be kept only for as long as is strictly necessary for the purposes of determining whether you qualify for financial assistance under the Scheme and for making payment of your financial entitlement under the Scheme. We will only use your data within the terms of data protection laws. The information will be retained for 7 years.

Your rights

You have a number of rights regarding your personal data, including withdrawing your consent where we have asked for it.

You can also ask for a copy of the information we hold about you and ask us to correct anything that is wrong.

For further information

See the privacy notice for Cheshire East Council.