Privacy notice for external funding

Who is collecting and using your personal data?

Devon County Council will act as a ‘data controller’ for any personal data that you provide to us. As such, we will ensure that the data given to us is processed in line with our organisation’s data protection policies and in line with your rights under the EU General Data Protection Regulations and associated data protection laws currently applicable in the UK.

Should you wish to find out more about Devon County Council’s data protection policies please contact our Data Protection Officer.

Please note that failure to provide your personal data may make it difficult for Devon County Council to apply for funding to certain external bodies and, during a project, could result in financial clawbacks or failure to be able to claim funding.

Why are we collecting your personal data?

We are collecting your personal data for the following purposes:

  • As part of the external funding bid process.
  • As part of the updating of staff rates (timing determined by funding body).
  • As evidence of grant claims submitted to funding bodies.
  • As part of the audit for the funding stream.

We are required to supply certain information, such as contracts of employment showing agreed salary, monthly payslips, staff expenses and staff time spent, to the external funding bodies as part of the bidding and claim process, in order, to receive grant funding. This information is anonymised as far as possible by you redacting personal and commercially sensitive data and by using a reference number instead of name so that staff cannot be identified on individual documents.

We process information with your consent and rely upon the contract terms and conditions of the funding body/bodies and following laws/guidance to process your personal data.

Under the General Data Protection Regulation Devon County Council processes your information under Article 6(1)(e), processing is necessary for the performance of a task carried out in the public interest.

Who will we share your personal data with?

In order for the council to apply for external funding, it may be necessary for us to share your personal data with the following organisations/partners:

  • Relevant funding body or bodies.
  • Auditors of the funding body
  • Partners of the funding bid.

How long will we hold your personal data?

We will retain your personal data for only as long as is necessary, and in line with our organisation’s record retention schedules or, if longer, those of the funding body (as stated in the grant award Terms and Conditions).

Automated decisions

No automated decisions are made using the personal data you provide for the above purposes.

Exercising your rights

Under the EU General Data Protection Regulations, you have the following rights:

  • The right of access to your own personal data.
  • The right to request rectification or deletion of your personal data.
  • The right to object to the processing of your personal data.
  • The right to request a copy of the information you provide us in machine-readable format.
  • The right to withdraw your consent to any processing that is solely reliant upon your consent.

Should you wish to exercise any of your rights, you should contact the Data Protection Officer.

Your right to complain

In the event that you wish to complain about the way that your personal data has been handled by Devon County Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with the Council’s customer feedback procedure. If you remain dissatisfied with the way your personal data has been handled, you may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane