UKSPF Privacy Policy

We are committed to protecting your privacy, and this statement is made in light of the requirements of the General Data Protection Regulation 2016/679 and the Data Protection Act 2018 in order to advise you how we use your personal information.

UKSPF Summary

Lancaster City Council is the Lead Local Authority for the district’s UK Shared Prosperity Fund. Organisations and projects funded by UKSPF such as ours will collect and share some personal data in order to administer their projects.

When do we collect personal information?

We will collect information from you in order to administer our project when you:

Provide it to us by completing a registration/enrolment form
Contact us by any method including email, phone call, social media or visiting our premises
Attend a training course or engage in an event delivered as part of the UKSPF project

Your personal data may also be used for purposes specific to individual delivery partners, such as delivering other services to you or managing premises security. Where this is the case, this processing will be explained to you separately in the delivery partners own privacy notice.

What personal information do we collect?

Most of the information we use is provided by you on forms you complete as you apply to, register for or engage with the project, or as supporting documentation.

We also collect further information about your attendance, progress and outcomes as you continue to engage with the project.

Some of the information we collect from you is “special category data”. Special category data is information about your race, ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data used for ID purposes, health, sex life or sexual orientation. It will be clear when we are using this information because we will have asked you for it directly.

We also collect some data concerning criminal convictions. Again, it will be clear when we are using this data as we will have asked you for it directly.
Your data will not be used or shared for any commercial or marketing purposes.

How do we use your personal information?

We use your personal information to administer the project.

Processing activities can be summarised as:

For the administration of your participation in the project – This includes verifying your identity; checking your eligibility to participate; communicating with you about the project; teaching, assessment and quality assurance and determining and confirming awards.
Reporting and statistics – We will use your information to compile statistics, project planning, reporting and project administration, as well as for statutory reporting purposes to the Department for Levelling Up, Housing and Communities (DLUHC) and other external agencies, where required.
Monitoring and compliance – We will use your information to ensure and monitor our compliance with legislation including laws relating to equality, health and safety and immigration.
We will not use your information for marketing purposes, nor will we share personal details with any other third party apart from Lancaster City Council unless required to do so by law.

How do we protect your information?

We have policies in place to ensure that your information is kept safe and secure, and can only be accessed by people who need to access it.

Examples of our security include:

encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password);
controlling access to systems and networks, to ensure that only people who need to access information can do so;
training our staff in how to handle confidential information appropriately;
procedures for handling information that is kept on paper, such as ensuring it is locked away when not in use;
regularly testing and updating our technology to ensure that all our security measures are effective and up-to-date; and
procedures to follow in the event that any breach of security occurs, to ensure that any damage from this is minimised.

If we share your information with third party partners, we will ensure that appropriate contractual terms are agreed to ensure that your data is protected to the same standard no matter who holds it.

Do we share your information with anyone else?

Some of the information we collect will be shared with Lancaster City Council who will use this data to evaluate and report on government funded project activity as per Central Government’s requirements under the UKSPF.

In order to complete their reports, the following will be shared with the council:

Names of businesses/organisations receiving support
Unique Identification number and description of service
Companies House number
Business address
What the support was offered
Outcome of the support

The data shared with the council will only be used to complete evaluations, checks and audits. Generally, the information will be collated and anonymised before it is shared with the Department for Levelling Up, Housing and Communities (DLUHC) unless the UKSPF project is evaluated in more detail or if they are required to do so by law, at which point the information listed above may be shared in its full form.

For further information about your rights, how the council uses your information, and how to get in touch if you have a query or complaint, please see the council’s UKSPF Privacy Notice UKSPF and main privacy notice.

How long will we hold your information?

We will retain your information for 7 years after the project in line with the project’s schedule of data retention.

Your rights and how to find out more

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. Further information about each of these rights can be found on the Information Commissioner’s Office website.

In order to exercise any of the rights listed below, please contact your Delivery Partner in the first instance.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your other rights

You have the right to ask us to restrict or erase your personal information in certain circumstances, and the right to object to how we use it. These rights do not always apply, and we may not be able to comply with your request if we still have a legitimate reason to use your data.

Your right to complain

We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact your Delivery Partner in the first instance.

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner’s Office, which is the UK supervisory authority for data protection.

You have a number of rights under data protection law, including the right to ask for a copy of the information we hold about you, and the right to object to our use of your information in certain circumstances.

For further information about your rights, how the project uses your information, and how to get in touch if you have a query or complaint, please see the project’s Main Privacy Notice.

We reserve the right to amend this privacy notice at any time. However, we take your privacy very seriously and will never change our policies or practices to make them less protective of your personal information.

If we make any changes to this policy that significantly affect you, we will aim to notify you directly if we hold contact details for you. You will always be able to find the most up-to-date version of this policy on our website.

This Version: 01, [October] [2023]