Coronavirus Business Support Grants Privacy Notice

East Cambridgeshire District Council Coronavirus Business Support Grants Privacy Notice

This privacy notice is an addendum to our main privacy notice, and explains how East Cambridgeshire District Council (“the Council”) (as a Data Controller) will collect, use and protect personal data specifically with regard to the Covid-19 (coronavirus) Pandemic.

What is the legal process for collecting and processing this data

The Council has a lawful basis for processing personal information about you in that it is necessary for the performance of a task carried out in the public interest, in this case the administration of Government Coronavirus Business Support Grants (including Local Restrictions Support Grants).
The lawful basis for processing your data is:
  • Article 6(1)(c) processing is necessary for the compliance of a legal obligation to which to controller is subject;
  • Article 6 (1) (e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
  • Article 9 (2) (b) GDPR provides the council with the lawful basis for processing special category (sensitive) data: processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to the Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject.
  • Article 9(2)(g) GDPR processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Why we need your information and how we use it

For your Coronavirus Business Support Grant Application, we will process your personal data in order to enable us to:
  • To assess your application for funding
  • To update your business rates liability
  • To create statistical information for reporting purposes
  • For the prevention and detection of crime or fraud

What type of information is collected from you

We may collect and process the following types of personal data in order to provide the services:
  • your name (or name of your business) and your business address
  • your business rates account number and property reference number
  • your company number, VAT registration or charity number
  • the size of business the grant application relates to and sector
  • how the Coronavirus pandemic has affected your business - this includes details of the finances of the business and dates of closure
  • your bank details to enable us to make a payment
  • your phone and/or email contact details to enable us to contact you about your application
  • the name, date of birth and home address of the individual submitting the application to verify the validity of applications
  • the IP address of the device used to make your application
We only ask for personal information, via the Application Form, that is appropriate to enable us to process, administer and, if successful, pay the Government’s Coronavirus Business Support Grants. 

Who your information may be shared with (internally and externally)

We may share information provided to us with other bodies responsible for auditing or administering public funds, or where undertaking a public function, in order to prevent and detect fraud.
We may also share or disclose your information to any of the following recipients as may be necessary in line with statutory obligations and/or to comply with contractual obligations relating to it:
  • To external third parties for verification or assessment purposes e.g. Government Departments, including HMRC and the Department for Business, Energy and Industrial Strategy, or external assessors
  • Central Government. Local Government Departments or Agencies or External Research Agencies for research and assessment purposes e.g. Funding Reports

How long we keep your information (retention period)

Data relating to successful funding applications will be held for the funding period and, to comply with financial and state aid regulations, a further period of 10 years, thereafter being securely disposed of.
The Local Restrictions Support Grant is 7 years.
Data relating to unsuccessful, withdrawn or ineligible funding applications will be held for the funding period and thereafter will be securely disposed of.

Your rights 

You have rights under the Data Protection Legislations:
  • to access your personal data
  • to be provided with information about how your personal data is processed
  • to have your personal data corrected
  • to have your personal data erased in certain circumstances
  • to object to or restrict how your personal data is processed
  • to have your personal data transferred to yourself or to another business in certain circumstances
  • You have the right to be told if we have made a mistake whilst processing your data and we will self-report breaches to the Commissioner

Data protection and fraud detection

We are required by law to protect the public funds we administer. 

How long we keep information for

We will only keep your personal data for as long as is necessary for the purpose for which we are processing it, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period.

Your rights

You have rights under Data Protection and these are detailed in our Privacy Notice which can be found at: https://www.eastcambs.gov.uk/notices/privacy-notice