Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner’s Office (ICO) as a Data Controller. This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.
Coventry City Council has partnered with Eequ to provide the booking system for the Holiday Activities and Food Programme (HAF). Eequ will be acting as the Data Processor on behalf of the Council. Eequ’s Privacy Policy [http://help.eequ.org/en/articles/4710979-eequ-privacy-policy].
Why we collect and use Personal Data about you
We collect and hold personal information relating to you/your child’s/your organisation's participation in the Holiday Activities and Food Programme.
We use this information to:
- Enable you/ your child’s enrolment onto the programme
- Enable your organisation to support and participate in the programme
- Help us to develop and improve our services
- Complete statistical returns to Government department
We process personal data because it is necessary to comply with our legal obligations as a Public Task.
What information do we collect about you?
Parents and carers
- Name, gender, address and contact details
Children
- Name and address
- Date of birth
- School
- Eligibility Criteria (Benefits-Related Free School Meals, etc. – for full list [https://www.coventry.gov.uk/holiday-activities-food/coventry-holiday-activities-food-programme/2])
- Details of Special Educational Needs, Medical Needs and Dietary requirements
Providers
- Name, address and contact details
Who we share your personal Data with?
We will share data with:
- Eequ
- Feed the Hungry UK
- Heron Press Ltd, ProntaPrint Ltd
- HAF Holiday Club and Activity Providers
- HAF Food Suppliers
- Department for Education (if requested)
HAF Holiday Club and Activity providers include a wide range of organisations including community centres, faith organisations, schools, cultural venues, childcare providers and leisure centres, some of which will include volunteer and young leaders in their workforce.
How long will we keep your information?
We will only keep your information for as long as we need to so we can give you the service you need, unless we must keep it for legal reasons.
Your Rights
You have the right to:
- Ask to see the personal information we hold about you
- Ask us to change information we hold about you if it is wrong
- Ask us to delete the information we hold about you
- Ask us to limit the way we use your personal information
- Ask for human intervention regarding decisions made about you by a computer
- Data portability (have your data transferred to another Authority)
- Complain to the Information Commissioner’s Office
To exercise any of these rights please contact the Holiday Activities and Food Programme team and/or email HAFprogramme@coventry.gov.uk [mailto:HAFprogramme@coventry.gov.uk]
Complaints
You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision.
If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner’s Office at:
The Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.
Date of last review: October 2024