Name: Grants Service Privacy Notice
Description: Grants Service Privacy Notice

Grants Service Privacy Notice

Privacy Notice for the Grants Service

We provide a range of community-based funding and grants for projects such as community sport and recreational facilities and activities that benefit the young and old.

We may administer the application process for a number of Government grant funding initiatives.

Processing activity - it is necessary for us to collect and hold personal information about you which will be used for the administration of our grants service.

Information requirements - the personal information we collect from you when you apply will include:

Community-based funding and grants

  • name (including organisation name), address, telephone number(s), email address
  • signature
  • main purpose/activities
  • general correspondence between you and us on matters related to your application
  • bank details
  • digital images (to promote out grant schemes)

Government grants

  • name of business
  • business trading address including postcode;
  • unique identifier (preferably Company Reference Number if applicable. If not applicable, VAT Registration Number, Self Assessment/Partnership Number, National Insurance Number, Unique Taxpayer Reference, Registered Charity Number )
  • high level SIC Code
  • nature of business
  • date business established
  • number of employees
  • Council account number e.g. business rates


  • such other information as directed by Government

Lawful bases1 - our lawful bases for processing your personal information are:

  • necessary for the performance of a task in the public interest; or
  • in the exercise of official authority vested in us,

pursuant to the:

  • Local Government Act 1972 - section 137(where there is a direct benefit to the area or part of the area or to some or all of the inhabitants and provided there is no alternative power whether limited or conditional or not and no statutory prohibition to the use of this power)
  • Local Government (Miscellaneous Provisions) Act 1976 - section 19
  • Local Government Act 2003 (section 13)  - (Government grant funding)

Data sharing - your information may be shared with the relevant service department and where applicable, the Dartford Health Team Leader. We are required by law to protect the public funds we administer. We may share your information if we are required to do so by law - for example, by court order, or to prevent fraud or other crime. We may also share your information with a number of other organisations for example with the Ombudsman (where you have complained to the Ombudsman and we are asked to investigate your complaint). We may share your information with elected Councillors and/or Member of Parliament where you have asked them to represent you.

We may rely on a number of exemptions, which allow us to share information without needing to comply with all the rights and obligations under the Data Protection Act 2018. Please refer to the Kent and Medway Information Agreement for further details on our sharing arrangements.

We may use Snap Surveys to gather information on our behalf - it will be clear if we are using Snap Surveys. Any data collected by Snap Surveys for us is stored on UK servers.

Retention period - We keep your personal information for the minimum period necessary. The information outlined in this Privacy Notice will be kept in accordance with the retention periods referred to in the Policy and Corporate Support Information Asset Register. All information will be held securely and disposed of confidentially.

Right to object - where processing your personal information is required for the performance of a public interest task (see our lawful bases above), you have the right to object on ‘grounds relating to your particular situation’. We will have to demonstrate why it is appropriate for us to continue to use your personal data.

Changes to this Privacy Notice - we review this Privacy Notice regularly and will place updates on our website.

Please refer to our Corporate Privacy Notice for further details of how we process your personal information and for details on your additional rights.


1 Note that we may process your personal information on more than one lawful basis depending on the specific purpose for which we are using your information

GDPR Grants Service Privacy Notice

Last Updated: 18th January 2022