General privacy notice

You are giving us, South Lanarkshire Council (the council), your personal information to allow us to process and determine a Gala and festival grant application.

This notice explains how personal information is going to be used, what it is used for, who it might be shared with, and why and for how long it will be kept.

How we collect and use information

The council will collect the information through a web form or other application form as part of this process.

What information do we require?

Some or all of the following information will be held by the council. This information will include:

• details of a lead contact for your organisation: name, position in the organisation, address, phone and email address
• type of organisation (including charity number if applicable) and a copy of your governing document (for example, your Constitution or Memorandum of Association)
• organisation bank details, including sort code and account number.
• organisation accounts/income and expenditure, and a copy of the bank statement
• proposed expenditure/costs, including receipts/quotes/invoices/other funding sources, if requested
• copies of certificates of insurance, if requested
• details about your event, including details of partners you intend to work with

Information sharing

We will share appropriate information with internal colleagues in services such as Youth Family and Community Learning, Communications and Strategy and Community Engagement Teams to process your application.

We are also legally obliged to safeguard public funds, so we may need to verify and check your details internally for fraud prevention.

You should be aware that details of payments may be disclosed for the purpose of this verification process. This disclosure may include:

• the name of the payee
• the date
• the sum
• the subject of the payment

We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this to meet our legal obligations and to promote openness and transparency around the use of public funds.

We may publish a full list of organisations against which a grant has been paid. If you are a sole trader, this will require your name to be listed in the public domain as a business that has been allocated funding.

Details of your event may be publicised by the council in the terms and conditions of the award letter. This may include the name of your organisation, the name of the company and the amount of grant funding allocated to the organisation by the council. This would be done through roadcast on television, on the council's website, in newspapers, South Lanarkshire View, press releases and through the council’s social media platforms, for example, Facebook. If you are a sole trader, this may mean that your name and contact details, as the business owner, may be shared.

Lawful basis and how long we keep personal information

We will only process your personal information when it is lawful to do so. Processing your personal information is necessary for the performance of a contract with you (or to take steps to enter into a contract with you). If you do not provide us with the information we have asked for then we will not be able to provide this service to you. Some processing is also necessary for the performance of a task carried out in the public interest in terms of the Local Government (Scotland) Act 1973 and the Public Finance and Accountability (Scotland) Act 2000.

We will endeavour to keep your information accurate and up-to-date, and to update or remove the data upon request by you. The council will only keep your information for a maximum of 7 years unless there is a requirement to keep your information longer. After this time, personal information will be securely destroyed. Unsuccessful applications will be retained for two financial years, and after this time, personal information will be destroyed.

The council will not use personal information for any form of person profiling or automated decision-making.

Your rights

You have the right to ask us to:

• tell you that we are using personal information about you, tell you what that information is, and who we have shared it with. You can also ask us for a copy of the information we have about you. This is called the right of access.
• correct any wrong or misleading personal information that we have about you. This is called the right to rectification.
• stop using any or all of your personal information in certain circumstances. This is called the right to object.
• delete or destroy your personal information under certain circumstances. This is called the right to erasure.
• stop using your personal information until we can correct your personal information, give you our reasons for using your personal information or stop us from deleting your personal data if you need it in connection with any legal claims. This is called the right of restriction.
• pass your personal information to someone else under certain circumstances. This is called the right to data portability.

For more information on how we use and handle your information and rights, and how to exercise them or how to make a complaint, you can ask for a copy of the council’s explanation from our Data Protection officer by emailing dp@southlanarkshire.gov.uk or see our general privacy notice.

Data Protection Officer

Administrative and Legal Services,
Finance and Corporate Resources,
Council Offices,
Almada Street,
Hamilton
ML3 0AA

Phone: 0303 123 1015
Email: dp@southlanarkshire.gov.uk

The Information Commissioner

You also have the right to complain to the Information Commissioner about the way we have handled your rights, to enquire about any exercise of those rights or to complain about the way that the council has dealt with your rights (or any other aspect of data protection law).

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

https://ico.org.uk/make-a-complaint/data-protection-complaints/

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