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UK Shared Prosperity Fund application Privacy Notice

The UK Shared Prosperity Fund (UKSPF) Application Privacy Notice was completed in January 2023 and will be regularly reviewed.

When we use your personal data, City of York Council (CYC) complies with data protection legislation and is the registered ‘Controller’.

Our data protection notification is registered with the Information Commissioner’s Office (ICO) - reference Z5809563.

CYC will be the lead authority for the city in the administration of £5.1 million of government funding for the local area.

To allot this funding, CYC has already received expressions of interest pitching project ideas in a bid to win a share of this money available through open competition.

This privacy notice should be read in conjunction with other relevant specific privacy notices that are available at our privacy notice such as;

This final phase of the process is the detailed full application stage to allow the council to decide who qualifies for funding based on government criteria.

View the privacy and transparency information for all of CYC.

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

Personal data

We are collecting:

  • demographic and company information about your business
  • contact names, addresses and email details
  • extended (open-ended) responses that provide context to your answers, especially around the type of project suggested and how that fits with programme interventions
  • key information on the deliverability of the project, strategic fit, impact and value for money (not required at expression of interest stage)
  • specific outputs and outcomes against set interventions (more detail needed than at expression of interest stage to satisfy government criteria)

Participation is voluntary and you can choose to not answer any of the questions, however if we don’t get the information we need to process applications, it will mean we are unable to assess your project bid against the relevant criteria.

See further details about how we define personal data and non-personal data.

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Using personal data

The information we collect will be used to assess the merits of individual project applications against set UK SPF criteria, all of which will be available during the application process.

We will not use the information for any other purpose than set out in this Privacy Notice and we will provide businesses and organisations with a means of contacting our team with further questions where they feel it to be appropriate.

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We will collect and use your personal information as set out in this privacy notice as you have applied to this fund and we need this information to process your application.

If you want to withdraw your application at any time please contact us on email: economicgrowth@york.gov.uk.

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Sharing personal data

Your full written application will be assessed by a small group of Council officers in the first instance. We will also need to share some information with the UKSPF Partnership Board, convened as per Government requirements to steer the UKSPF process.

We are required to report back to senior Council officers, Members, central Government, and auditing and governance bodies.

Organisations must meet certain principals which will involve sharing data about the applicant body. It may also mean that we link organisations together as part of a consortium in order to be able to deliver proposed projects if they align closely.

Some applications may match closely with each other, and some organisations could be asked to work together to deliver a project, so we will need to share the minimum relevant application information to do this. We will redact any sensitive information before we do this.

We may use some information about your organisation and project in case studies, or as part of our reporting processes.

Unsuccessful submissions may form the foundation for separate projects that qualify for funding not provided by UK SPF, so we will need to share some details with internal staff and third party/ external staff.

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 or tax investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

CYC must protect public funds and may use personal 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
  • the Police

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Retaining personal data

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

Whilst phase one of the application process was carried out online, phase 2 will be paper based due to the level of technical information needed, and the requirement for multiple supporting documents.

We will need to transfer some data from the paper application to CYC’s secure network drive for evaluation, cross-referencing and recording purposes, and will make sure this can only be accessed by authorised staff.

We will keep the information you give us for up to 3 years - or until the end of the UK SPF programme - and then we will securely and confidentially destroy it.

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.

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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.

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Your rights relating to personal data

To find out about your rights under data protection law, you can go to the Information Commissioners Office website (ICO): You can also find information about your rights at https://www.york.gov.uk/privacy

If you have any questions about this Privacy Notice, want to exercise your rights, or if you have a complaint about how your information has been used, please contact us on email: information.governance@york.gov.uk, or on telephone: 01904 554145 or write to:

Data Protection Officer
City of York Council
West Offices
Station Rise
York
YO1 6GA

See further details of your rights relating to personal data.

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Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145

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