To administer Town Team community grants, for assessing the applications and making recommendations on which projects should receive funding. The administration process includes, application processing, due diligence, assessment, recommendation and decision-making, issuing awards, arranging a Grant Managing Organisation (GMO) where the applicant is unconstituted, payment, monitoring and evaluation, compliance (including subsidy control), audit, fraud prevention and transparency reporting.
Data we collect
Applicant and contact details; organisation details and legal forms (if applicable).
Project proposal, locations, timelines, budget and monitoring information (e.g. updates, photos, receipts).
Governance/safeguarding confirmations; insurance/licensing confirmations where relevant.
Limited information from due-diligence checks (e.g. Companies House/Charity Commission searches).
Equality monitoring not used in assessment, collected solely to help evaluate the effectiveness of procedures and ensure processes remain fair, equitable, and transparent for all applicants.
Lawful bases
When we collect, store, share, and use your personal data for managing Town Team community grants, we must follow certain laws to protect your privacy and rights. The main law is the UK General Data Protection Regulation (UK GDPR), which sets out clear rules for how your information must be handled. In some cases, other laws also apply, such as those that require us to keep records for finance and audit purposes, and to make sure we are transparent and fair in our processes. These laws ensure that your information is used only for the right reasons, kept safe, and shared only with the people and organisations allowed by law.
Public task / official authority (UK GDPR Art. 6(1)(e)) – administering local community grant funding and related statutory functions as per the Localism Act 2011
Special category data (equality monitoring): Art. 9(2)(g) (substantial public interest) with DPA 2018 Sch. 1, Pt. 2, para. 8 (equality of opportunity or treatment). Providing equality data is voluntary and does not affect your application.
Who we share with
Town Team members for assessment and recommendation.
Relevant Council officers and councillors for decision-making, finance and audit.
Appointed processors that support our grant administration (e.g. online form/survey providers), under contract.
Auditors and, where required, central government or anti-fraud bodies.
Where applicable for unconstituted applicants: the appointed Grant Managing Organisation to manage the grant on the applicant’s behalf.
We do not sell your data.
International transfers
We aim to keep data in the UK. If any processor stores data outside the UK, we ensure appropriate safeguards (e.g. UK adequacy regulations or the UK International Data Transfer Agreement).
Retention
Application and grant records are retained for seven (7) years after final payment for audit and legal purposes, then securely delete or anonymised
Under the UK GDPR and Data Protection Act 2018, you have rights including:
Right of access – ask us for copies of your personal information.
Right to rectification – ask us to rectify inaccurate personal information and to complete information you think is incomplete.
Right to erasure – ask us to erase your personal information in certain circumstances.
Right to restrict processing – ask us to restrict processing of your personal information in certain circumstances.
Right to object – object to the processing of your personal information in certain circumstances.
Right to data portability – ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
If you are unhappy with how we use your data, please contact us first. You can also complain to the Information Commissioner’s Office (ICO) via ico.org.uk or 0303 123 1113.