Holiday Activities and Food (HAF) privacy notice

1. Introduction

This notice provides additional privacy information regarding the Holiday Activities and Food HAF online Microsoft 365 application form.

We will keep our privacy notice under regular review and will advise you of any updates on our website.

This notice was last reviewed in January 2024.

2. Who we are

For the purposes of Data Protection legislation, HAF through South Tyneside Council is the Data Controller / Data Processor.

3. What type of personal information do we collect?

We may collect the following types of personal information:

Personal details such as name, address, telephone numbers, email
Training details
Employment details
Your organisation details
Financial details of the organisation
Goods or services provided
Information relating to health and safety
Business activities of the organisation
DBS information
Policies and procedures of the organisation
Insurance details of the organisation

4. How do we collect personal information?

We may collect your personal information in several ways, for example:

In person
In writing - for example letter or email
Telephone calls
Online forms you have completed and given to us
Contact you have made through our website or social media sites operated by the Council
We may take photographs at our events to use for general marketing and publicity. However photographs will only be used of individuals for these purposes with consent
Referrals from another department
Business members acting on your behalf
Solicitors or insurance companies acting on your behalf
Enquiries received from the following organisations:
Disclosure and Barring Service (DBS)

5. Why do we collect your personal information?

The Freedom of Information Act and Environmental Information Regulations require us to collect a name for every request. We also need contact details to respond to each request such as an email address or home address.

Personal information will be held and used for the following purposes:

Staff administration
Advertising, marketing, and public relations
Accounts and records
Grant administrations
Other non-commercial activities
Other commercial services

6. Who might we share your personal information with?

We obtain and share your personal information with sources that may include:

Her Majesty's Revenue and Customs (HMRC)
Central government, Department for Education, government agencies and departments
Data processes that work on behalf of the Council

We will not share with any other third parties unless you have specifically asked us to, or if we have a legal obligation to do so.

7. How long will we keep your personal information?

We will only keep your personal information for as long as necessary. The Council is required to hold certain types of information for a statutory period. In other cases, the Council may keep personal information for historical, statistical or research purposes. At the end of the retention period, or the life of a particular record, it will be reviewed and deleted, unless there is any special reason for keeping it.

8. What is our legal basis for using your personal information?

To use your personal information there must be a lawful basis to do this, such as, through a contract, performing a public task or where there is a legal obligation.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

Your consent. You can remove your consent at any time.
We have a contractual obligation
We have a legal obligation
We have a vital interest
We need it to perform a public task
We have a legitimate interest

9. How do we keep your personal information secure?

Information provided to Information Governance is held securely on our network. Only officers working within Information Governance and system administrators have access to these records.Staff are regularly trained in data protection to make them aware of their responsibilities when using personal information and how and when to report if something goes wrong.

10. Is your personal information used overseas?

In most cases the Council will not process your personal information outside of the European Economic Area (EEA). In instances where your personal information needs to be transferred to a country or territory outside the EEA that country or country or territory must ensure an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

11. What are your rights?

Your individual rights are set out in law. Subject to some legal exemptions, you have the following rights:

Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to data portability
Right to object
Rights in relating to automated decision making and profiling

12. Contact us

If you would like to exercise your rights in relation to your personal information, or you feel that something has gone wrong with your personal information, you can contact us in either of the following ways:

By email: data.protection@southtyneside.gov.uk

By telephone: 0191 424 6539

In writing:

South Tyneside Council
Information Governance
Town Hall and Civic Offices
South Shields
NE33 2RL

If you feel that the Council has not handled your information correctly you can contact the Information Commissioner's Office (ICO). The ICO is the Government's Independent Body responsible for overseeing data protection. In most cases the ICO will only review cases that have exhausted the Council's internal procedures.

The ICO's contact details are as follows: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. More information can be found on the ICO's website at www.ico.org.uk.