Living Places and Spaces - Privacy Notice

The Department for Infrastructure and The National Lottery Community Fund Privacy Notice - Living Places and Spaces Fund

The Department for Infrastructure, is working with The National Lottery Community Fund on the Living Places and Spaces Fund to support communities by creating more sustainable and resilient spaces through greening, rewilding and water management and by increasing access to those spaces. The types of projects that could be funded include:

• community gardens
• pocket parks and forests
• allotments
• rain gardens
• ponds
• living walls.

This Privacy Notice explains your rights and gives you the information you are entitled to under the Data Protection Act 2018 and the General Data Protection Regulation (“the Data Protection Legislation”). Note that this Privacy Notice only refers to your personal data which we process (e.g. the details of individuals at your organisation - name, date of birth, home address, email address, phone number).

The Living Places and Spaces Fund is led by the Department for Infrastructure and The National Lottery Community Fund. Both organisations jointly control the reasons for your personal data being collected and how it is processed for the purposes of the Living Places and Spaces Fund.

The Department for Infrastructure and The National Lottery Community Fund have agreed that each of them will take lead responsibility for compliance with data protection laws in respect of the elements of the processing they undertake.

This privacy notice is issued jointly on behalf of the Department for Infrastructure and The National Lottery Community Fund.

At the application stage, the personal data we process are the details of both a senior contact and a main contact at your organisation (name, date of birth, job title or position, home address, email address, phone number). This is processed by The National Lottery Community Fund to conduct organisational checks for the purposes of grant making. We'll also hold contact details (name, phone number, email address) of an individual at your organisation to maintain contact during the programme.

All data collected at the application stage is shared by The National Lottery Community Fund with the Department for Infrastructure for the purposes of running this programme and will be held for oversight, audit and assurance purposes to prevent fraud and ensure that the money has been spent in accordance with regulations and the purposes of the programme.

The National Lottery Community Fund may use publicly available information about you to carry out background checks for the purposes of assessing any risks to public funding in making a grant to your organisation.

The Department for Infrastructure and The National Lottery Community Fund are processing your personal data as it is necessary for a task carried out in the public interest, in line with Article 6(1)(e) of the UK GDPR.

For example, we may use your personal data to help your organisation apply for grants and to assess its applications. We may carry out checks on your personal data as described above. If a grant is awarded, we use your personal data to manage and monitor the grant and to check the money is being used appropriately. If you do not provide this personal data, we may not be able to process your application or award a grant to your organisation.

We'll not collect and use personal data for purposes beyond our statutory duties except where we've your consent or notified you of the relevant legal basis for processing.

The Department for Infrastructure and The National Lottery Community Fund hold the personal data outlined above on individual databases. The National Lottery Community Fund will be able to access your email address to enable them to communicate with you regarding the project’s progress and any relevant information. The Department for Infrastructure will be able to access these details to contact you to check that the money has been spent in the way agreed during your application to the Fund. The Department for Infrastructure may also share your data with The Northern Ireland Audit Office for the same reason.

We may share your personal data with organisations that help us to run this programme by conducting organisational checks and verifications for due diligence.

The personal data The National Lottery Community Fund collects from you will be shared with fraud prevention agencies who will use it to prevent fraud and money laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance or employment. Further details of how your information will be used by The National Lottery Community Fund and these fraud prevention agencies, and your data protection rights, can be found by contacting data.protection@tnlcommunityfund.org.uk

We keep your personal data for no longer than is necessary for the purposes described in this notice or otherwise allowed by law. We will retain personal data for seven years for those organisations who successfully receive a grant. If the application is unsuccessful, the data will be kept by The National Lottery Community Fund for two years.

Your personal data is protected by legal rights. These include the right in certain circumstances to:

• request a copy of your personal data held by the Fund and the Department for Infrastructure;
• ask for your personal data to be erased, for example, if we no longer need it for the purpose we collected it;
• request that we suspend the processing of your personal data, for example if you want us to establish whether it is accurate or the reason for processing it;
• object to the processing of your personal data where we're processing it in the exercise of our official authority.

If our processing of your personal data relies on your consent, you also have the right to withdraw your consent at any time and the right to ask for your personal data to be transferred to another organisation (known as the right to data portability).

For more information or to exercise your data protection rights please contact our Data Protection Officer using the contact details below. There are other rights not listed here and exemptions may apply in some circumstances.

If you are unhappy about how your personal data has been used please refer to our complaints policy. You also have a right to complain to the Information Commissioner's Office – contact details below - which regulates the processing of personal data.

You can contact the ICO or telephone 0303 123 1113. ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Should you have any concerns or wish to exercise the rights outlined above in respect of the personal data which:

• The Department for Infrastructure is processing, please contact the Department for Infrastructure Data Protection Officer at dfigdpr@infrastructure-ni.gov.uk

• The National Lottery Community Fund is processing, then please contact the Data Protection Officer at data.protection@tnlcommunityfund.org.uk

The Department for Infrastructure and The National Lottery Community Fund take all reasonable steps to keep personal data in its possession or control, which is used on an on-going basis, accurate, complete, current and relevant, based on the most recent information available to us. If we're advised of a change in information, we'll update the data accordingly.

We rely on you to notify us of any changes to your personal data.

Your personal data will not be sent overseas and will not be used for automated decision making.

We're committed to taking all reasonable and appropriate steps to protect the personal information we collect from you from improper use or disclosure, unauthorised access, unauthorised modification, and unlawful destruction or accidental loss.

We've taken and will take appropriate information security, technical, storage and organisational measures to such end, including measures to deal with any suspected data breach. All providers who are associated with the processing of your information are obliged to respect the confidentiality of your personal data.