UK Shared Prosperity Funds (UKSPF): Invitation to submit project bids privacy notice

1. Introduction

This notice provides additional privacy information regarding the UK Shared Prosperity Fund and the invitation to submit project bids to South Tyneside Council.

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 May 2022.

2. Who we are

For the purposes of Data Protection legislation, South Tyneside Council is the Data Controller.

The Department for Levelling Up, Housing & Communities (DLUHC) is a data controller for all UK Shared Prosperity Fund related personal data collected with the relevant forms submitted to DLUHC, and the control and processing of Personal Data.

South Tyneside Council is a data controller, designated as a Lead Authority in relation to the Fund.

The DLUHC Data Protection Officer can be contacted at dataprotection@communities.gov.uk

South Tyneside Council has been designated as a 'Lead Authority' in Great Britain for the UK Shared Prosperity Fund.

The Council has been invited to run the local bidding process in our area and will operate as a joint data controller for all UK Shared Prosperity Fund related Personal Data collected with the relevant forms as part of this process, and the control and processing of Personal Data, where such applications are not submitted to DLUHC for consideration.

South Tyneside Council, grant managers for this programme, and the UK Government, are subject to the EU General Data Protection Regulation (GDPR), and UK Data Protection Act 2018 regarding the handling and processing of personal data.

3. What type of personal information do we collect?

We may collect the following types of personal information:

Name
Address
Telephone number
Email address

If you apply to the Fund in South Tyneside, by agreeing to the terms and conditions of the application process, you agree that STC and its representatives involved in this grant programme delivery can use this application form and the other information you provide within this grants portal for the following purposes:

To decide whether to give you a grant.
To enable Rocket Science (UK) Ltd to review the information submitted. This may include any contact details you provide; however, such information will not be used by these third parties to contact you for any purposes other than the award, monitoring and evaluation of this grants programme, or be shared by them with any other party.
To hold the information in Rocket Science, and STC's databases and use for statistical purposes relating to this grants programme.
To provide information on the grant programme and programme wide developments that could support you in your application, subsequent project delivery and/or for the development of your organisation.

If we offer you a grant, information about your organisation will be published relating to the project funded, including the amount of the grant and the activity it is/was for. If your application is not successful, details will not be published.

This information may appear in press releases, in the STC's print and online publications and in the publications or websites of any partner organisations who have match funded the activity.

How your application and personal data will be handled

Under data protection legislation, STC, Rocket Science, and UK Government are only allowed to use personal information if we have a proper reason to do so.

We will process your application and personal data in the following ways for the purposes of the delivery of this grant programme:

During assessment of your application:

Your contact information will be processed for the purpose of assessing your application and notifying you whether or not it was successful.

Your application and contact information will be shared with Rocket Science (UK) Ltd, organisations we have contracted to support scoring and grant management and expert assessors employed by Rocket Science (UK) Ltd.

If your application is successful:

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Information from your application will be used to publicise the grants awarded through this programme and by the appointed programme evaluators.

Information about your organisation will be published relating to the project funded including the amount of the grant, the activity it was for and who will be supported.

This information may appear in press releases, in its print and online publications and in the publications or websites of any partner organisations who have match funded the activity.

If your application is unsuccessful:

4. How do we collect personal information?

Your personal data is being collected as an essential part of the UK Shared Prosperity Fund 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 to the Fund.

We may collect your personal information in a number of ways, for example:

In writing - for example letter or email
Telephone calls
Online forms

5. Why do we collect your personal information?

Your personal data is being collected as an essential part of the UK Shared Prosperity Fund 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 to the Fund.

6. Who might we share your personal information with?

As part of the process of selecting and processing UK Shared Prosperity Fund applications, the Council may share your application / personal data with relevant government departments including:

Department for Work and Pensions (DWP)
Department for Levelling Up, Housing & Communities (DLUHC)
Her Majesty's Treasury (HMT)
Cabinet Office
Department for Education
Department for Business, Energy and Industrial Strategy (BEIS)
Department for Environment, Food and Rural Affairs (DEFRA)
Department of International Trade

The data may also be shared with contractors where they are used for monitoring purposes, to evaluate the programme.

Where such contractors are engaged, their contract will set out what they are permitted to do with personal data.

At no time will your information be used or passed to others for marketing or sales purposes, or for any commercial use without your express consent.

We will not share your personal information with any other third parties unless you have provided your consent, or we have a legal obligation to do so.

7. How long will we keep your personal information?

If your bid is successful, your personal data will be held for up to two years from the closure of the bidding process. As part of the monitoring process, we will contact successful applicants regularly to ensure our records are up to date.

Should your bid be unsuccessful, your personal data will be help for up to two years from the closure of the bidding process, to ensure that it is available for any future monitoring by Government.

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.

The Council and DLUHC 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; in practice, administration of UKSPF matters from start to finish is a task carried out in the public interest and under official authority vested in the Council and DLUHC - the data you supply in and within your application is necessary for the performance of this task

9. How do we keep your personal information secure?

The security of your personal information is important to us.

The records we keep about you are secure and are confidential within the Council.

The Council have a range of procedures, polices and systems to ensure that access to your records are controlled appropriately.

Anyone who receives information from us is also under a legal duty to only use the information for the purposes agreed and keep the information secure and confidential.

10. Is your personal information used overseas?

We do not process your personal data outside of the UK.

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.