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Coronavirus Business Support Grants Privacy Notice

Who we are and what we do

West Oxfordshire District Council is a data controller under the Data Protection Legislation as we collect and process personal information about you in order to process and administer the payment of Government Grants to Businesses during the Coronavirus Pandemic.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

Any questions regarding our privacy practices should be sent to:

Data Protection Officer (DPO)
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Email: data.protection@westoxon.gov.uk
Tel: 01993 861194

What is the legal process for collecting and processing this data

The Council has a lawful basis for collecting and processing personal information about you in that it is necessary for the performance of a task carried out in the public interest, in this case the administration of Government Coronavirus Business Support Grants.

The lawful basis for processing your data is:

  • GDPR Article 6(1)(b) is necessary in the performance of a contract or the intention to enter into a contract;
  • Article 6(1)(c) processing is necessary for the compliance of a legal obligation to which to controller is subject;
  • Article 6 (1) (e) 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.

Why we need your information and how we use it

We collect information about you via your Coronavirus Business Support Grant Application. We collect your personal data in order to enable us to:

  • To assess your application for funding
  • To update your business rates liability
  • To create statistical information for reporting purposes
  • For the prevention and detection of crime or fraud

What type of information is collected from you

West Oxfordshire District Council may collect and process the following types of personal data in order to provide the services:

  • your name (or name of your business) and your business address
  • your business rates account number and property reference number
  • your company number, VAT registration or charity number
  • the size of business the grant application relates to and sector
  • how the Coronavirus pandemic has affected your business - this includes details of the finances of the business and dates of closure
  • your bank details to enable us to make a payment
  • your phone and/or email contact details to enable us to contact you about your application
  • the name, date of birth and home address of the individual submitting the application to verify the validity of applications
  • the IP address of the device used to make your application

We only ask for personal information, via the Application Form, that is appropriate to enable us to process, administer and, if successful, pay the Government’s Coronavirus Business Support Grants. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact on our ability to provide some services to you.

Who your information may be shared with (internally and externally)

We may share or disclose your information to any of the following recipients as may be necessary in line with statutory obligations and/or to comply with contractual obligations relating to it:

  • To external third parties for verification or assessment purposes e.g. Government Departments, including HMRC and the Department for Business, Energy and Industrial Strategy, or external assessors
  • Service providers, professional advisers and auditors who in certain circumstances will also be “data controllers”
  • Central Government. Local Government Departments or Agencies or External Research Agencies for research and assessment purposes e.g. Funding Reports
  • Regulators, the government, local and foreign law enforcement authorities. Local and foreign courts, tribunals and arbitrators, other judicial committees of enactments of laws

How long we keep your information (retention period)

Data relating to successful funding applications will be held for the funding period and, to comply with financial and state aid regulations, a further period of 10 years, thereafter being securely disposed of.

Data relating to unsuccessful, withdrawn or ineligible funding applications will be held for the funding period and thereafter will be securely disposed of.

The right to request the removal of your data under GDPR information rights is not an absolute right, for example, we will need to retain your data if this information forms part of a legal requirement, public registry or an existing contract. More information on our retention schedule can be found online

How we protect your Information

We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  

For any payments which we take from you online we will use a recognised online secure payment system.

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Your rights 

You have rights under the Data Protection Legislations:

  • to access your personal data
  • to be provided with information about how your personal data is processed
  • to have your personal data corrected
  • to have your personal data erased in certain circumstances
  • to object to or restrict how your personal data is processed
  • to have your personal data transferred to yourself or to another business in certain circumstances
  • You have the right to be told if we have made a mistake whilst processing your data and we will self-report breaches to the Commissioner

How you can access, update or correct your information

The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.

If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of your records free of charge, within a month.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date please email us or write to us at:

Revenues and Benefits Service
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Tel: 01993 861000
Email: customer.services@westoxon.gov.uk

Further information

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described here, please tell us. Contact the Data Protection Officer.

You can also complain to the Information Commissioner: https://ico.org.uk

We reserve the right to update this privacy notice from time to time by publishing a new version on our website.