Warwick District Council holds certain information about you (“personal data”) which we need to manage your Hirers Booking Form.

Why are we collecting your persona data?

Personal data that is collected may vary depending on the situation. This can include:

• Contact information: Name, email address, phone number and postal address.
• Communication details: Correspondence via email, phone or social media.

We are committed to protecting your personal data and respecting your privacy. This privacy notice explains how we collect, use, and protect your personal data when you apply for sports grants and sports & physical activity grants.

What personal data (information) do we collect?

To process your booking, we will collect the following personal data:

• Name and contact details
• Organisation/club details (if applicable)
• Financial information
• Project details and objectives provided in your application

Who uses this information?

The information is used by the Information Governance Team. It may also be shared with other Council departments or external partner agencies where necessary and, only when legally permitted, to fulfil our obligations, assist in safeguarding or deliver services more effectively.

What authority does the Council have to collect and use this information?

Under the UK General Data Protection Regulation (2018), the Council collects and uses this information under powers given to local authorities (councils).

• Performance of a task in the public interest
• Fulfilling a contract (if applicable)
• Your consent, which you provide when you submit your application.

In circumstances where we do not have the legal authority to use your information, we will always obtain your prior consent. You can find all the relevant legislation in Appendix 1 below.

Why do we use your personal data?          

We use your personal data to:

• Process your application.
• Communicate with you about your application.
• Make grant payments.
• Monitor and evaluate the impact of the effectiveness of the process and service

Who are we likely to share this information with?

We may sometimes share the information we have collected about you where it is necessary, lawful and fair to do so. In each case we will share only the minimum amount of information, only when it is required and with:

• Other council departments or external funding bodies involved in grant administration
• Law enforcement or other authorities if required by law
• Auditors and regulatory authorities for compliance purposes

Note: the lists above are not exhaustive. From time to time, we may be obliged to review our data processing requirements, considering current circumstances and new legislation.

How do we keep this information secure?

Your information is stored securely on a database and document management systems. These have strict password access and usage policies and procedures.

How long do we keep this information?

We keep successful grant application forms for 6 years unless there is a legal requirement to keep them for a longer period. We keep unsuccessful grant application forms for 6 months. All records are destroyed securely when we no longer require them

What are your rights?

Under data protection law, you have rights, including the following:

• Right of access – You have the right to ask us for copies of your personal information.
• Right to know – You have the right to know how we process your information.
• Right to rectification – You have the right to ask us to correct personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. Where possible, we will seek to comply with your request, but we may be required to hold or process information to perform our functions under the law.
• Right to withdraw consent – You have the right to withdraw consent at any time if we rely on your consent to process your information.
• Right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
• Right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances

Further Details and Contact Information

If you wish to make a request, please see the details in the following link: Privacy and data protection request.

If you have any concerns or questions about how your personal information is handled, please contact our Data Protection Officer at dp@warwickdc.gov.uk.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number. Alternatively, visit ico.org.uk or email casework@ico.org.uk

Our main Privacy Notice is available on Warwick District Council website at: Warwick District Council privacy notice

Appendix 1 – Relevant Legislation

UK General Data Protection Regulation (UK GDPR) 2018

• Data Protection Act 2018
• Freedom of Information Act 2000
• The Privacy and Electronic Communications Regulations (PECR) 2003
• The Regulation of Investigatory Powers Act 2000
• Common Laws

Version Control Information

Version	Date	Changes Made	Approved by	Next review due
1	09.06.2025	Reviewed	J Sinnott/Z Court. Active Communities Team leader	08.06.2026