Privacy notice in relation to UKSPF Project Evaluation & Summative Assessment Surveys
New data protection legislation came into force in the UK on 25 May 2018. The new laws update current data protection legislation including the Data Protection Act 1998, increase the privacy protection of all UK and EU citizens and reduce the risk of data breaches. It applies to all public and private organisations processing personal data.
The Department for Levelling Up, Housing and Communities (DLUHC) is the managing authority required to monitor and evaluation UKSPF-funded activities. In order to conduct monitoring and evaluation (including the summative assessment) and to ensure compliance, the collection of personal data is required.
1. Who is the data controller for ERDF personal data?
The Department for Levelling Up, Housing and Communities (DLUHC) is data controller for all UK Shared Prosperity Fund related personal data collected with the relevant forms submitted to DLUHC, and the control and processing of Personal Data.
The Data Protection Officer can be contacted at dataprotection@levellingup.gov.uk.
2. Why are we collecting your personal data
Mayoral Combined Authorities, the Greater London Authority, District Councils or Unitary Authorities, have been designated as lead local authorities for the UK Shared Prosperity Fund.
As part of the Investment Plan assessment process for the UK Shared Prosperity Fund, we will be collecting the following data from lead local authorities:
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Names and contact details of key local authority staff preparing the investment plans (personal data)
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Organograms and further high level information about staff and teams at local authorities who will be managing the delivery of UK Shared Prosperity Fund programmes (personal data)
Your personal data is being collected as an essential part of the UK Shared Prosperity Fund, so that we can contact you regarding your Investment Plan, request supporting documentation if required, process future applications and for monitoring purposes. We may also use it to contact you about matters specific to the Fund.
3. Legal basis for processing your personal data
The Department for Levelling Up, Housing and Communities will process all data according to the provisions of the Data Protection Act 2018 and the UK General Data Protection Regulation 2018 (UK GDPR) and all applicable laws and regulations relating to processing of Personal Data and privacy, including, where necessary, the guidance and codes of practice issued by the Information Commissioner and any other relevant data protection regulations (together “the Data Protection Legislation (as amended from time to time)”).
The Data Protection Legislation sets out when we are lawfully allowed to process your data.
The lawful basis that applies to this processing is Article 6 (1) (e) of the UK GDPR; that processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; data being processed belongs to business contacts processed during the routine course of business of a government department.
4. What personal data will be collected?
Depending on the nature of activities of the UKSPF-funded project and the indicators listed under each activity, the following information for each direct or indirect beneficiary where these are individuals may be collected:
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name of contact point within a business (in some cases property owner) engaged with or individual engaged with
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address
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postcode
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phone number
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ethnicity
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disability
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email address
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labour market status prior to receiving support and 6 months after receiving support
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duration of support
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intensity of support
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pay details
DLUHC may collect special category data on ethnicity and disability.
5. Who will my personal data be shared with?
Your details will be stored securely and retained in compliance with GDPR and the new Data Protection Act. This information will be used to evaluate this project and to report to the UKSP Managing Authority for monitoring and evaluation purposes.
Your details will be used to support the UKSPF programme research and evaluation activities.
As part of the process of assessment and monitoring of the UK Shared Prosperity Fund, the Department for Levelling Up, Housing and Communities may also need to share your personal data with relevant government departments or arm’s-length bodies, including:
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Department for Business, Energy and Industrial Strategy (BEIS)
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Department for Education (DfE)
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Office of the Secretary of State for Scotland
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Office of the Secretary of State for Wales
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Northern Ireland Office
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Department for Work and Pensions (DWP)
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HM Treasury (HMT)
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Cabinet Office
Depending on the area of funding, the Department for Levelling Up, Housing and Communities may share data with governmental departments in the Devolved Administrations as part of the process of assessment and monitoring.
DLUHC will use Citizen Space software provided by Delib to help collect information on investment plans. As a data processor, this organisation shall only process personal information at the direction of the Department. They cannot take ownership of the data or any derivatives of.
There are data processing agreements in place between the Department and its data processors to ensure that the processing of your personal data remains in strict accordance with the requirements of data protection legislation.
6. How long will we keep the personal data, or criteria used to determine the retention period
Your personal data will be held for up to 7 years from the point Investment Plans are approved. This is currently estimated to be summer 2030. As part of the monitoring process, we will contact you regularly to ensure our records are up to date.
7. You rights, e.g., access, rectification, erasure?
The data we are collecting is your personal data, and you have considerable say over what happens to it.
You have the right to:
a. know that we are using your personal data
b. see what data we have about you
c. ask to have your data corrected, and to ask how we check the information we hold is accurate
d. object to the use of your personal data in certain circumstances and to have your personal data deleted
when the processing is no longer necessary
e. complain to the ICO (see below)
8. Sending data overseas
Your personal data will not be sent overseas.
9. Automated decision making
Your personal data will not be subjected to automated decision making.
10. Storage, security and data management
Your data will be stored securely on our in-house server and will be transferred to the DLUHC managing authority at the ended of the relevant UKSPF-funded programme, at which time your data will be deleted from all our systems.
DLUHC use a third-party system, Citizen Space, to collect information for investment plans. In the first instance your personal data will be stored on their secure UK-based server. Your personal data will be transferred to a secure government IT system as soon as possible, and it will be stored there for up to 7 years before it is deleted, unless we identify that its continued retention is unnecessary before that point.
Where DLUHC need to share data with third parties, as set out in section 5 above, we require third parties to respect the security of your data and to treat it in accordance with the law. All third parties are required to take appropriate security measures to protect your personal information in line with DLUHC policies.
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11. Complaints and more information
If you are unhappy with the way the department is using your personal data, you can make a complaint.
You have a right to lodge a complaint with the independent Information Commissioner’s Office (ICO) if you think we are not handling your data fairly or in accordance with the law. You can also contact the ICO for independent advice about data protection, privacy and data sharing. The ICO’s contact details are provided below.
If you are not happy with how we are using your personal data, you should first contact dataprotection@levellingup.gov.uk.
If you are still not happy, or for independent advice about data protection, privacy and data sharing, you can contact:
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745
Updated April 2024