We are the data controller for the personal information we hold about you in connection with the services we provide.
The type of information we use
Personal data is information about living individuals, such as name, address or date of birth. It can also include more sensitive information (referred to as ‘special category personal data’) such as information about a person’s health and ethnicity.
We currently collect and process the following information:
- name
- postal address
- financial information
- employment status
- date of birth
- contact telephone number
- email address
We also process the following types of special category information for the Derbyshire Business Start-up Scheme:
- personal data revealing racial or ethnic origin
- data concerning health
- data concerning gender
Why we collect and use this information
The information provided will only be used for the following purposes:
- The Derbyshire Business Start-up Grant Scheme
- Derbyshire Makes - Creative and Community Grant
- Derbyshire Makes History - Heritage Grant
It will not be processed for any other purpose. The lawful basis for processing is Article 6(1)(e) Public Task.
The public task is the local authority’s function in driving economic generation.
If we process special category data such as data relating to your health or ethnicity, it will be because there is a substantial public interest in processing this data to ensure equality of opportunity or treatment under A9(2)(g) and the Condition for Processing under Part 2 of Schedule 1 of the Data Protection Act 2018.
If we use an alternative legal basis to process your personal data for any reason you will be made aware.
Collecting your data
We collect information, if appropriate and relevant, from a range of individuals and organisations. These will include yourself and Derbyshire County Council employees.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- to check eligibility for grants
- making decisions on grant applications
- for awarding grants
- monitoring and evaluation of projects and grant schemes
- to enable payment of grants
- to monitor performance against equal opportunities objectives
Derbyshire Business Start-Up Grant only:
- check information you have provided, or information about you that other organisations have provided, with other information we hold
- obtain information about you from third parties such as Companies House, to prevent or detect fraud or protect public funds
Please note if you do not provide the information that we require it may affect our ability to deliver the services.
Keeping your information safe
In order to meet our commitment to protecting your personal data we have data protection policies and procedures in place to ensure that it is safeguarded.
We carry out checks on all third parties we use, and also have contracts in place with them which detail data protection obligations they have to follow.
Your information will only be held by us for the set amount of time stated in our records retention schedule and will be permanently deleted or securely destroyed at the end of the period stated unless we have a lawful reason to retain it.
Sharing your data
We will only share your personal data with the organisation that helps us to provide this service. When sharing information, we do so in line with data protection legislation and agreed information sharing protocols with our partners.
The Derbyshire Business Start-up Grant Scheme:
The partners we share your data with are borough and district councils in Derbyshire including Derby City Council, East Midlands Combined County Authority, Erewash Partnership and Clowne Enterprise.
We use a client relationship management (CRM) for recording information we receive. The provider is called Alcium Software Ltd.
Derbyshire Makes - Creative and Community Grant:
The partners we share your data with are Arts Derbyshire.
Derbyshire Makes History - Heritage Grant:
The partners we share your data with are National Heritage Lottery Fund, Derbyshire Museums and Heritage Forum and Arts Derbyshire.
In order to process your personal data, the Council may use other third-party software providers such as Microsoft. We carry out checks on all data processors we use, and also have contracts in place with them which detail data protection obligations they have to follow.
We also collect anonymised information for the purposes of monitoring equality and diversity objectives.
The Accounts and Audit Regulations 2015 require the Council to have an internal audit service to evaluate the effectiveness of its risk management, control and governance processes. To enable this, the Council’s Internal Audit team require access to documents, records and personal data belonging to the Council, its contractors, or suppliers to do their work. Further details on the role of the Council’s Internal Audit team can be found within the Internal Audit Charter.
Requesting access to your personal data
You have the following rights, subject to lawful exemptions, to:
- access copies of any records we hold about you
- have any information we hold about you corrected
- object to information about you being held
- challenge decisions relating to you made using automated decision making and profiling.
See further information on your rights, and how to make requests under those rights.
For more detailed advice on your rights visit the Information Commissioner’s Office website.
If you have any concerns
If you have any concerns or are unhappy with our use of your personal data, please let us know by contacting:
Data Protection Officer
Legal Services
Derbyshire County Council
County Hall
Matlock
Derbyshire
DE4 3AG
Email: access2info@derbyshire.gov.uk
If you are dissatisfied with our response you can contact:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 (local rate) or telephone: 01625 545 745 if you prefer to use a national rate number.
Fax: 01625 524 510
Website: https://ico.org.uk/concerns