Guidance

Windrush Day Grant Scheme 2025: privacy notice

Published 1 October 2024

Applies to England

The following is to explain your rights and give you the information you are entitled to under UK data protection legislation.

1. The identity and contact details of the Ministry of Housing, Communities and Local Government (MHCLG) and our data protection officer

MHCLG is the data controller. The Data Protection Officer can be contacted at dataprotection@communities.gov.uk.

2. What personal data we are collecting and why

Your personal data, which for these purposes constitutes names and email addresses, is being collected to support in the ongoing delivery of the Windrush Day Grant Scheme. The scheme pays tribute to the dreams, ambition, courage and resilience of the Windrush pioneers who arrived in Britain after the Second World War and the generations that followed over the years.

By applying for funding as part of the Windrush Day 2025 Grant Scheme, you give your permission for MHCLG to pass the relevant data highlighted in this document to Near Neighbours.

MHCLG and Near Neighbours may also contact you to discuss your application further and inform you of further developments to the Windrush Day Grant Scheme and any programmes and projects related to the British Caribbean community in which you may have an interest.

The data to be processed by Near Neighbours is necessary to ensure that organisations will be able to bid for and receive grant funding. The data processed is required for the delivery of the Windrush Day Grant Scheme 2025, including:

• Contacting all bidders using their provided contact details with notification of the result of their application.
• Contacting successful bidders using their provided contact details in order to make arrangements for payment of grant funding.
• Contacting successful bidders using their provided contact details to ask them to complete monitoring and evaluation forms. This includes collating information about project themes, activities, successes, risk/issues and how things could have been done differently.
• Inviting prospective bidders using their provided contact details to attend workshops designed to help project leads construct effective applications for grant funding.
• Working with successful bidders to design appropriate Grant Funding Agreements for projects. This will involve contact with bidders using the details held on record.
• Conducting Financial Due Diligence checks on organisations using the personal details provided in grant funding bids to ensure that bidding organisations and their projects are safe and reputable.

3. Lawful basis for processing the data

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 GDPR – the processing is necessary for MHCLG to perform a task in the public interest or in the exercise of official authority.

• Data Protection Act 2018, Part 2, Chapter, section 8, processing is required for the exercise of a function of the Crown, a Minister of the Crown or a government department.

4. With whom we will be sharing the data

We have appointed the organisation Near Neighbours to provide administrative support for the 2025 iteration of the Windrush Day Grant Scheme. They act as our Data Processor when handling your personal data.

In the event you have been successful in your application, there are further groups of partners with whom your data may also be shared with in order to support the delivery of the Windrush Day Grant Scheme. These are:

• Members of a governance panel which will be comprised of stakeholders from the Windrush community. The specific membership of this panel will be determined by MHCLG.
• The MHCLG communications department who may seek additional information regarding your project for inclusion in public announcements. Your personal data will not be published as part of these announcements.
• Selected projects may be contacted for inclusion in a shortlist to be delivered to media outlets.
• Other external organisations who have been successful in applying for the Windrush Day Grant Scheme, who work in the same sector or geographic area and may wish to get in touch to discuss possible collaborations and shared areas of work.
• The relevant local authority or combined authority. They may wish to get in touch to offer support or collaboration for your project.

5. For how long we will keep the personal data, or criteria used to determine the retention period

Your personal data will be held solely by MHCLG and Near Neighbours for the purposes of delivering the scheme, except for in the specific circumstances listed above. Personal data will be held for up to 7 years for audit purposes. After this time, it will be deleted.

6. Your rights eg. access, rectification, erasure

The data we are collecting is your personal data, and you have rights that affect 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

e. complain to the ICO (see below)

In some circumstances you may also have the right to withdraw your consent to us having or using your data, to have all data about you deleted, or to object to particularly types of use of your data. We will tell you when these rights apply.

7. Sending data overseas

Your personal data will not be sent outside of the EU/EEA.

8. Automated decision making

We will not use your data for any automated decision making.

9. Storage, security and data management

MHCLG has put in place contractual terms to ensure that there are appropriate technical and organisational controls in place (including physical, electronic and managerial measures) with Near Neighbours to protect your personal details. Any data held by MHCLG will be stored in a secure government IT system.

10. Complaints and more information

When we ask you for information, we will keep to the law, including the Data Protection Act 2018 and UK General Data Protection Regulation.

If you are unhappy with the way the Department has acted, you can make a complaint.

If you are not happy with how we are using your personal data, you should first contact dataprotection@communities.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

https://ico.org.uk/