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Sport and Active Leisure grants Privacy Notice

We keep the Sport and Active Leisure grants Privacy Notice under review. It was last reviewed and updated in April 2022.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

This privacy notice relates to current Sport and Active Leisure grant funding, and the funding application processes for current grants:

These grant schemes are to help voluntary sports clubs either improve current provisions regarding activities and equipment, or for promotional membership schemes to increase participation for the club.

View the privacy and transparency information for all of the City of York Council (CYC).

Collecting personal data

We will collect your information when you apply for Sport and Active Leisure grant funding and this privacy notice explains how we will use it.

We will

  • only ask you for the information that is necessary to consider your application for a grant, such as name, contact details, information relevant to your application for a grant
  • protect it and make sure nobody has access to it who shouldn’t
  • ensure you know if you have a choice about giving us information
  • make sure we don’t keep it for longer than is necessary

We ask that you:

  • give us accurate information
  • tell us as soon as possible of any changes
  • tell us as soon as possible if you notice mistakes in the information we hold about you

If you do not provide the information requested by us, we may not be able to process your application.

We may conduct surveys or ask for your feedback on this grant application process. If we, do we may collect:

  • your name, as the rest of the survey is asking business related questions
  • your opinions, thoughts and feedback
  • other information

Participation is voluntary and you can choose to not answer any of the questions.

Using personal data

The information you give us will be used by us to process your grant application as you have requested.

The information we collect may be included in presentations, statistics and reports. Any presentations, reports and statistics for publication or use outside of the authorised council staff, will be anonymised and cannot be linked back to you, your family or individuals.

Reports containing anonymous information may also be shared with the public and other organisations. We will ask for your explicit consent for this.

We will protect it and make sure nobody has access to it who shouldn’t and we will not keep it for longer than is necessary.

Our legal basis for using personal data

The council collects and uses your information as you have applied for a grant and we need this information to process your application. This process is necessary for the performance of a contract with the data subject or to take steps to enter into a contract.

We will ask for your explicit consent to include your information in our reports. You can ask to withdraw your consent to include your information in our reports at any time by contacting the Sport and Active Leisure Team on email:

Sharing personal data

We will not use the information for any other purpose than set out in this privacy notice and will not disclose to a third party, such as other companies or individuals, unless we are required to do so by law for the prevention of crime and detection of fraud, or, in some circumstances, when we feel that you or others are at risk.

We will only share your information with other council services as appropriate, such as Finance Services.

We must protect public funds and may use information and data-matching techniques to detect and prevent fraud, collect taxes and ensure public money is targeted and spent in the most appropriate and cost-effective way. To do this, your information may be shared with other bodies responsible for auditing or administering public funds including the Audit Commission, the Department for Work and Pensions, other local authorities, HM Revenue and Customs and the Police.

We may use a third party company, Survey Monkey, to process responses. You can find out how they use your information by reviewing the Survey Monkey Privacy Notice.

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

Retaining personal data

If you have completed a paper application or survey, once you complete and return it to us, we will transfer the information you have given us onto the council’s secure network and then destroy confidentially the paper copy.

We will keep your personal data for 6 years and then we will delete or destroy it securely.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.

Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.

Your rights relating to personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.

Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145