The People's Projects - Privacy notice

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The People's Projects - Privacy notice

This privacy notice explains what personal data is collected by the Fund through our grant making activities under The People’s Projects programme and how and why we use this data.

The People’s Projects programme gives National Lottery players and the public a say on how National Lottery money is used and supports projects which bring people together to build stronger, more connected communities.

The following organisations work on The People’s Projects:

  • The Big Lottery Fund operating as the National Lottery Community Fund (the 'Fund')
  • ITV Broadcasting Limited ('ITV')
  • UTV Limited ('UTV')
  • the Sunday Mail Scotland ('SMS') and
  • Camelot UK Lotteries Limited ('Camelot').

To understand how each of these organisations process your data, please see their respective privacy notices.

Under data protection law, the Fund does not need your consent to process your personal data where it is in the public interest to do so. We will only process the minimum personal data that is necessary for this purpose, and any additional data to be processed should state the additional basis relied upon as well as any obligations or consequences for not providing the additional data.

Who we are

The Fund is the Data Controller for the information held about you for the purposes set out in this notice.

The Fund’s contact details are:

The National Lottery Community Fund
Apex House
3 Embassy Drive
Birmingham
B15 1TR

The Fund’s Data Protection Officer can be contacted at the above address and through email at data.protection@tnlcommunityfund.org.uk.

As a Public Authority, the Fund does not have a representative in any member states of the European Economic Area.

How information about you will be used

At the application stage, the personal data we process are the details of a legally responsible individual at your organisation. This includes:

  • name
  • date of birth
  • home address
  • email address and
  • phone number.

This is processed by the Fund to conduct organisational checks for the purposes of grant making. We will also hold contact details (name, phone number, email address) of two individuals at your organisation to maintain contact with during the programme.

The Fund will use all data collected at the application stage for the purposes of running the programme and it will be held for:

  • oversight
  • audit
  • assurance purposes
  • to prevent fraud and
  • to ensure that the money has been spent in accordance with regulations and the purposes of the programme.

The 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.

Purposes of the processing

The Fund is a public body with a statutory duty to distribute National Lottery and other funds for good causes. We process your personal data as a necessary part of exercising this official authority vested in us.

For example, we may:

  • use your personal data to help your organisation apply for a grant under The People’s Projects programme and to assess its applications and
  • carry out checks on your personal data as described in this notice.

If a grant is awarded, we use your personal data to:

  • manage and monitor the grant and
  • 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 may also use your personal data to evaluate and research the impact of The People’s Projects programme and to let you know about our grants and other activities. The results of our evaluations and research may be published but we will not publish your personal data without your agreement.

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

The lawful basis for processing your data

The Fund relies on task in the public interest, as per Article 6(1)(e) of the UK GDPR, to process your:

  • name
  • date of birth
  • home address
  • email address and
  • phone number.

Recipients or categories of recipient of the personal data if any (Article 13(1)(e))

We may share your personal data with organisations which help us to carry out our grant making activities under The People’s Projects programme. For example, we may share personal data with organisations to help evaluate the impact of The People’s Projects programme on communities. In such case, we will only share personal data needed to carry out their work and will do so subject to appropriate safety measures designed to ensure your personal data remains secure and is only used for the intended purpose.

If your project has been chosen to be put forward for the public vote under The People’s Projects programme, we will be in contact with you to collect your consent to share your personal data with ITV, UTV, SMS, Camelot and any other parties, commissioned or procured to support the delivery of the programme, for example media trainers (as applicable). These parties will use this information to contact your organisation for the purpose of media training, filming and/or promoting your project.

The personal data the 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. For 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 email data.protection@tnlcommunityfund.org.uk

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

Retention

Your personal data will be retained for 7 years if you are successful at receiving a grant from the programme. If your application is unsuccessful, your data will be retained for 2 years.

Data held is hosted within the UK.

Your Rights

You are entitled to know what personal data the Fund is processing about you. If you want to obtain the data, or if you want to exercise any of your other rights about the processing of the data, you can contact The Fund’s Data Protection Officer – The Fund’s Data Protection Officer can be contacted at the above address or email data.protection@tnlcommunityfund.org.uk.

You have the right to:

  • have your personal data corrected if it is inaccurate or incomplete and
  • object to the processing of your data (which includes storage) for these public interests. This right may be limited if the Fund can show compelling legitimate grounds to continue processing the data.

You can also ask for the processing of your personal data to be restricted if:

  • it is inaccurate
  • it is unlawful but you do not want it to be deleted
  • it is due to be deleted but you require it kept because of a legal claim or
  • you have objected to the processing of the data and you are waiting for a decision about the objection.

For more information about your rights, you can contact the Information Commissioner’s Office, which is the supervisory authority for the United Kingdom.

Contact details are:

You have the right to object to the processing of your data for this purpose, but this may be limited where a controller can demonstrate compelling legitimate grounds to continue processing.