ROAD Fair Processing & Privacy Notice: How we will collect your data, what we will do with it and how we will control and process it
What information do we need?
When you show an interest in the Reaching Out Across Durham (ROAD) Programme, we will commence taking personal data from you, including your name, address, telephone number, email address, National Insurance Number, type(s) of benefit(s) you receive (if any), details of any problems or barriers you may have and why you are interested in the Programme.
Should you enroll onto the ROAD Programme, we will then need to collect further information which we will share with the Big Lottery Fund and the Managing Authority (Department of Work & Pensions / European Social Fund – (DWP / ESF)). This may extend to information about your ethnicity, your household and whether you have a criminal record.
This notice allows us to process your data in line with the secondary data controller DWP / ESF. The legal requirement we use to do this is called ‘Public Task’ which enables us to share this data with the Big Lottery Fund and the DWP / ESF.
How do I find out more?
The Reaching Out Across Durham Programme has two Data Controllers:
1) Groundwork NE & Cumbria
Craig Drummond (Partnership Lead)
ROAD – Groundwork NE & Cumbria
Unit 5 – The Greenhouse – Amos Drive
Greencroft Industrial Park, Stanley
County Durham, DH9 7XN
Tel: 01207 524 832
2) Department for Work & Pensions & European Social Fund
Email to: firstname.lastname@example.org
The Data Controller for the Building Better Opportunities Programme is the Department of Works and Pensions. For more information about how and why the Data Controller uses your personal data or to exercise your data protection rights please see www.gov.uk/dwp/personal-information-charter
This ‘ROAD Fair Processing Notice’ takes account of all other data we may collect which could include specific details about heath, finance, barriers and anything else you may wish to advise us of. This may contain sensitive personal information.
Why do we need your information?
We need your personal information in order to provide you with the support you require to reach your potential. We also have a legal requirement under ‘Public Task’ to obtain particular data as part of your being supported by the ROAD Programme. We will not collect data from you that we do not need.
Public Task means ‘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’.
What do we do with your information?
The personal information we hold about you will be processed by Staff working on the Reaching Out Across Durham Programme across a Partnership of eleven third sector organisations who may need this information to help and support you. We DO NOT share your data outside of this Partnership unless you explicitly allow us to do so, for instance – you may want us to share your information with a training provider to access courses – however, we will ask for your permission specifically to do this. Your data is stored on our IT systems, which are fully-secure and approved by our Commissioners. Similarly, all physical data is secured by each Partner, adhering to their own strict data security policies which as data controllers, Groundwork review on at least an annual basis. Your data may be stored on a cloud-based server within the European Union – this is regulated by our Commissioners. We will always take reasonable steps to ensure that your personal data is processed securely and sensitively. You can read more about this on our website www.reachingoutacrossdurham.org.uk
The Partnership consists of Groundwork North East & Cumbria, Citizens Advice County Durham, CDC Enterprise Agency, The Cornforth Partnership, Durham Christian Partnership, Changing Lives, Humankind, Durham Community Action, Finchale Group, Jack Drum Arts and Pioneering Care Partnership.
How long do we keep your information?
We have an obligation to retain your data under the Public Task and European Regulations, which at present, means we are required to retain it until at least 31st December 2026. After this time, your data will be destroyed securely by an approved organisation.
How do I make a complaint?
In the first instance, please contact your Navigator, or if you prefer, please contact the Partnership Lead Craig Drummond. A copy of our complaints policy is available upon request.
Can I access the information you hold about me?
Yes – You can request access to the information we hold about you at any time by completing a Subject Access Request, which you would usually do via your Navigator, but you may contact Craig Drummond (details above) if you prefer.
We will ask you to complete a separate form to advise us if we are able to contact you for any reason other than to support you, for example, to advise you of events you may be interested in, or make you aware of courses. We will also ask for your permission on contact type preferences, for example, by post / email. The protection of your data is governed by the Information Commissioners Office – www.ico.org.uk and you have the right to complain to the ICO.