Derby Enterprise Growth Fund - Service Users - privacy notice

Who we are

Derby City Council is the local government unitary authority for Derby City. Our address is The Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640763 or by email at data.protection@derby.gov.uk

How do we collect information from you?

We collect information from you when you visit www.derby.gov.uk, when you fill in any forms using our customer portals or on our website, including myAccount; also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face.

What types of information do we collect from you?

We collect different categories of information about you, depending on the service you want from us and/or the reason why we need to process information relating to you. This could be personal information (for example your name and address), or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.

Details of information obtained from third parties

Name of contact point, Business Owner(s) / Shareholders and Partners / Directors within a business engaged with or individual engaged with
Address
Postcode
Phone Number
Email Address
Labour market status prior to receiving support and 3 years after receiving support;
Duration of support
Intensity of support
Business owner/shareholder and partner/director identification.
Expression of Interest and Application form and appendices
Employment details
Employee contracts
Employee payroll data
SME Enrolment form (D2EGF only) – special category personal data
Job Declarations and Job Creation Forms
State Aid declarations
Other Company / Business Data Financial Information
Business Plan and Forecasts Valuations
Details of Match Funding
Planning Permission Applications
Security and information to assess
Information to assess debt serviceability
Business Rates Information / Data. To also be clarified through the relevant billing authorities.
Direct Debit Mandates (DEGF loans only).
Bank Statements
Project Spend Claim Forms Grant and Loan Claim Forms.
Other information requested and collected through our Due Diligence and Contacting processes.

How is your information used?

In accordance with our contractual obligations we may use your information to:

To assess the viability of the application for Grant or Loan Funding
To assess the eligibility of the application for Grant or Loan Funding
To enable to assessment and completion of Due Diligence and Contracting requirements.
To assess the performance against contracted outputs and other / general monitoring procedures against contractual obligations.
to assess your entitlement for any Grant and Loan claims received
process payments or charges,
to carry out our obligations arising from any contracts entered into by you and us;
notify you of changes to our services
send you communications which you have requested and that may be of interest

Email addresses and contact details to be shared internally for the purpose of gathering further information from you for use by the City Council to help shape our services to best meet local needs

We may also use your information where required to comply with our legal obligations under the Freedom of Information Act 2010, State Aid Rules and the Equality Act 2010.

COVID-19/Coronavirus

Coronavirus has been added as a notifiable disease under the Health Protection (Notification) Regulations 2010. Under the Public Health (Control of Disease) Act 1984 and associated Regulations; the Council has a legal duty to store, process and share personal information. The information will be stored, processed and shared as part of investigations into COVID-19 cases and outbreaks and issues of non-compliance with the acts and associated regulations. The information will also be used; interrogated and mapped to inform the Councils actions and decision-making processes. Any such storage, processing or sharing of information will be done in the public interest in order to promote health and wellbeing.

During the investigation of cases and/or outbreaks of Coronavirus, information which is gathered may be shared between departments within Derby City Council; with other Councils associated with an outbreak; other health services or with other government bodies associated with the control of the Coronavirus. The Council has a duty to notify national Government bodies, such as the UK Health Security Agency and the relevant local authority where an individual resides (if different), where there are suspected Coronavirus cases. The Council will disclose the information under Article 9(2)(j) of the UK GDPR (processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health), and confidential information may be lawfully disclosed in the public interest, without consent, where the benefits to an individual or to society outweigh both the individual’s and the public interest in maintaining the confidentiality of such data.

The Council may contact staff, service users, residents, patients, businesses and premises with messages relating to Coronavirus by text, phone, letter or email. This contact is not direct marketing; therefore we do not need your Consent before contacting you. There is more information available on the Information Commissioners Office's website.

We may use contact details held in Council systems to ensure that we are able to contact you, and to ensure that we are working from accurate and up to date information. Such information will be accessed and processed where it is necessary to comply with our legal obligations and public tasks arising from the Coronavirus Act 2020, the Health Protection (Notification) Regulations 2010 and the Public Health (Control of Disease) Act 1984, the Care Act 2014 and associated Regulations.

Research and Statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

We may share your information with the following third parties for the reasons detailed;

MHCLG, East Midlands Business Ltd (D2EGF only¹),Derbyshire County Council and Derbyshire District Councils under our contractual obligations with the including any internal or external audit requirements in this respect.
MCABA trading as Mitchells Chartered Accountants and Business Advisors for Due Diligence preparation and monitoring reviews.
Business and Enterprise Commercial Ltd and BDO LLP for Due Diligence preparation and monitoring reviews.
Freeths, Geldards, Browne Jacobson (or a solicitor of the Councils choice) for contracting purposes and for the purposes of obtaining legal advice.
Investment Panel members for application recommendations and monitoring.
With Councillor where we receive prior consent from you
Internally with Finance, Legal, Procurement and IT
Business Rate Billing authorities at Derby City Council, Derbyshire County Council and Derbyshire District Councils, to assess funding eligibility.
Statutory agencies, such as the Police, National Fraud Authority – We may share your information with statutory agencies in line with our legal obligations and/or in completion of our public tasks.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

1. We have published the EU D2EGF Privacy Notice for further information.

What are your rights in relation the personal data we process?

Access – you can request copies of any of your personal information that is held by the Council.

Rectification – you can ask us to correct any incorrect information.

Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.

Portability – you can ask us to transfer your personal data to different services or to you.

Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.

Right to prevent automatic decisions –.you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

Keeping your data up to date

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Details of any automated decision processes

There are no automatic decisions concerning the use of your personal data.

Under 13

If you are accessing online services and are under the age of 13‚ please ask for your parent or guardian's permission beforehand whenever you provide us with personal information

Cookies

Cookies are small text files which identify your computer to our servers. They are used to improve the user experience. View what cookies we use and how you can manage them.

IP addresses

Internet Protocol (IP) addresses are collected when our site is used:

for statistical or analytical purposes
to identify any malicious activity.

Complaints

If you would like to make a complaint regarding the use of your personal data you can contact our Data Protection Officer:

By post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
By phone: 01332 640763
By email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

By post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
By phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Alternatively, visit ico.org.uk or email casework@ico.org.uk.