Privacy Notice for the Purpose of Data Collection for European Regional Development Fund (ERDF)

Who is the data controller for ERDF personal data?

For the purposes of the General Data Protection Regulation (GDPR) (EU) 2016/679 and Data Protection Act 2018, MHCLG is the data controller in respect of information processed which relates to your participation in the project funded by the European Regional Development Fund, while GFirst LEP is the data processor.

What is the lawful basis for processing my personal data?

The MHCLG ERDF Managing Authority is the controller for all personal data required to help deliver the ERDF programme under the terms of its ERDF Funding Agreement.

The MHCLG ERDF Managing Authority will be processing personal data in the ERDF programme according to the following lawful basis:

Article 6(1)(e) of the EU General Data Protection Regulation (GDPR):

‘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’.

The lawful basis for controlling or processing ‘special category’ data under ERDF is:

Article 9(2)(g) GDPR

“processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide suitable and specific measures to safeguard the fundamental rights and the interests of the data subject;”

What personal data will be collected?

Depending on the nature of activities of the ERDF-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:

• name of contact point within a business (in some cases property owner) engaged with or individual engaged with
• address
• postcode
• phone number
• email address
• labour market status prior to receiving support and 6 months after receiving support
• duration of support
• intensity of support
• pay details

MHCLG may also ask for equality and diversity information to identify which groups are benefitting from the programme; including gender, date of birth, age, ethnicity and disability.

Who will my personal data be shared with and how will it be used?

Your details will be stored securely and retained in compliance with the General Data Protection Regulation (GDPR) (EU) 2016/679 and Data Protection Act 2018. This information will be used to evaluate this project and to report to the European Regional Development Fund for monitoring and evaluation purposes.

Your details will be used to support the ERDF programme research and evaluation activities. MHCLG will need to share all or some of your data with the national evaluator of the ERDF programme. In some cases, the national evaluator, i.e. independent external contractors commissioned by MHCLG, may use the contact details to contact a sample of direct or indirect beneficiaries for the purpose of the National Evaluation of the programme. It is likely that the survey methodology will need to incorporate a variety of approaches in order to maximise the survey response rate (for example, telephone survey, written survey, and e-mail survey) – hence the need for a variety of contact details required for each participant. MHCLG may also need to share with other government departments and the European Commission where this is necessary to test the robustness of the data gathered or to inform the National Evaluation.

MHCLG will not give any personal data to any other organisation unless needed for the purpose of the evaluation and will instruct them not to use it to contact individuals for any reasons not connected with the purpose of the National Evaluation of the ERDF programme 2014-2020 or other matters directly relating to the evaluation. If MHCLG has to pass on the data, it will only provide what is needed, and if possible will remove the details that might identify individuals personally. MHCLG will not transfer personal data outside the European Union, to third countries or international organisations.

MHCLG will not keep your personal data for longer than it needs but as a minimum, will retain data for two years after the closure of the 2014-2020 ERDF programme. The date for two years after closure is currently estimated as March 2033.

What are individual’s rights?

ERDF participants cannot claim the following rights in terms of ERDF personal data:

• right to erasure (“right to be forgotten”)
• right to portability of their data

The data collected is your personal data, and you have the right, subject to lawful data requirements:

• to see what data MHCLG has about you
• to ask MHCLG to stop using your data
• to ask MHCLG to delete or correct your data
• to lodge a complaint with the independent Information Commissioner (ICO) if you think MHCLG is not handling your data fairly or in accordance with the law

How can I make a complaint?

If you are not happy with how MHCLG is using your personal data, you should first contact MHCLG’s Data Protection Officer at dataprotection@communities.gsi.gov.uk 

If you still remain dissatisfied, then you have the right to apply directly to the Information Commissioner’s Office (ICO) for a decision. The ICO can be contacted at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: www.ico.org.uk 
Email: casework@ico.org.uk 

Where can I find more information?

If you would like further information about the programme and your personal information please contact the ERDF Programme at: esif@communities.gsi.gov.uk 

The European Regional Development Fund: MHCLG privacy notice can be accessed at the following web address:
https://www.gov.uk/government/publications/european-regional-development-fund-privacy-notice/european-regional-development-fund-privacy-notice