This privacy statement explains what personal information is collected by Dudley Council in relation to the allocation of community forum grants, and how and why we store and use this information.
Personal information is any information that relates to a living individual, which can identify that individual.
If you contact us or apply for a grant, we will collect personal information about you and other people connected to your organisation. We may do this through conversations, at events or during visits to your organisation, or if you call our team to discuss funding applications. If your organisation applies for funding, we will also collect personal information on application forms.
Personal information we collect includes your name, position in the organisation, address, telephone number and email address.
We also collect:
We will only collect information that is relevant and required.
We will use your personal information to:
The information collected is processed for the purposes of a “Public Task” where a power exists in legislation that permits the council to award the grant. The Council operates in accordance with many statutes or Acts of parliament, statutory instruments and Secretary of State directions. It is possible that grants can be awarded as a consequence of any number of these powers. Further information can be identified in the Council’s main Privacy Notice
Dudley Council staff who are directly involved in managing the community forum grants programme.
We will not share your personal information outside of Dudley Council without obtaining your consent to do so. Within Dudley Council, members of staff and elected members will only have access to personal information as required, in order to consider applications, administer, and monitor the funds. Appropriate safety measures are in place to ensure your personal information remains secure and is only used for the intended purposes.
Information may be shared with other council departments or third parties where legal to do so – for full details see the council’s main Privacy Notice.
The Council and fraud prevention agencies may also enable law enforcement agencies and other funders to access and use your personal data to detect, investigate and prevent crime.
Fraud prevention agencies can hold your personal data for different periods of time. If you are considered to pose a fraud or money laundering risk, your personal data can be held for up to six years.
If we, or a fraud prevention agency, determine that you pose a fraud or money laundering risk, we may refuse to award a grant and we may withdraw existing grants.
A record of any fraud or money laundering risk will be retained by us and the fraud prevention agencies, and may result in others refusing to provide you with services, financing or employment.
We will keep your personal information up to date and store it securely. We will put appropriate technical measures in place to protect it from loss, misuse, unauthorised access and disclosure, and not collect or retain excessive amounts of personal information.
Access to your information is restricted to staff directly involved in managing the community forum grants programme.
We keep your personal information for no longer than is necessary for the purposes described in this notice or otherwise allowed by law. If your funding application is not successful, the application form and supporting documents you have provided will be stored electronically for 3 years before being confidentially destroyed. If your funding application is successful the application form and supporting documents you have provided will be stored electronically for 6 years.
If you provide us with personal information of people who benefit from your project’s work we will treat this in the same way. You must tell the individuals and if they have any questions about this, you must refer them to this notice.
Data you share with us on social media is stored on those social media sites. You are advised to check the privacy notices or terms and conditions of your social media sites for more information. Dudley Council has no authority or control of any information retained on social media sites.
Any photographs, quotes, and case studies/ stories which you have consented for us to use, will be stored on our internal servers until the matter about which we are communicating with you concludes, expires or ceases. You can request that your photograph, quote or case study/ story is deleted at any point before this time.
Photographs, quotes or case studies/ stories used on social media, other digital platforms and in printed materials are deemed ‘published’ and in the public domain. Where reasonable and practical we will endeavour to delete such published personal information on request, however we cannot be responsible for any copies of the material created by subsequent sharing by a third party.
Your personal information is protected by legal rights. These include the right in certain circumstances to:
You have the right to request us to stop processing your personal information in relation to the community forum grants by emailing community.forums@dudley.gov.uk or calling 01384 814713.
For more information, or to exercise your data protection rights please contact the Council’s Corporate Information governance Team at information.governance@dudley.gov.uk
For more details on your rights please visit Dudley Council’s main Privacy Notice