Gloucestershire County Council is the data controller for any information you provide. Coordinate Sport is a data processor.
Our lawful basis for the processing of your personal data is Article 6(e) Public Task as Local authorities must ensure that the offer of free holiday club provision is available for all children eligible for, and in receipt of, benefits-related free school meals in their area in line with Education Act 1996 (s.512) and the Children and Families Act 2014. To ascertain eligibility, we will be conducting checks to confirm entitlement.
The information that you provide to us will be used for the specific purpose of fulfilling the application you are completing and any subsequent administration required as part of that process. Your information may also be shared with other partnered organisations, this will purely be for the exchange of information regarding your booking.
Where you are invited to complete the ‘All About Me’ form this information will be processed solely with your consent. This form is not mandatory and will only be used to ensure that any reasonable adjustments or additional provisions are in place to support your child’s participation in any booking made. The information will only be available to the provider you have booked an HAF activity with and also submitted the ‘All About Me’ form with. The HAF activity provider will hold the ‘All About Me’ form until the end of the HAF delivery period being attended. E.g Spring, Summer or Winter. We delete the ‘All About Me’ forms at the end of each delivery period but, if you wish to remove the ‘All About Me’ form before then, please email HAFparentenquiries@gloucestershire.gov.uk to request this. The lawful basis for processing this special category information is article 9(a) - explicit consent. If you do not wish to provide your consent please do not complete the form. At any point, if you do not wish to disclose certain information in the form, please put ‘Not applicable’ to continue with the remaining form.
It may also be used for management information and statistical reports to assess the service and measure future provisions. The reports will include data on children attending clubs in each local authority area.
Equality and Diversity monitoring can help identify current and future needs, possible inequalities including problems accessing or using services, as well as checking that a cross-section of people have been reached and given their views. It is only the first step, if gaps are identified, further investigation may be needed to understand the causes and solutions, including reviewing ‘qualitative feedback’ such as comments.
Equality data reporting (i.e. is anonymous data on numbers or percentages relating to each protected characteristic) and is captured, in order to comply with our legal obligations, under the Equality Act 2010 and Public Sector Equality Duty 2011. There are no personal identifiers contained within the data published or reported upon.
All of your information is processed in accordance with any applicable data protection legislation and regulations.
All of the data and information collected by the holiday clubs and providers will all be collected in line with the General Data Protection Regulation (GDPR).
Your personal data in relation to your user account will be stored for 12 months. To find further information on how long we keep your information, you can read our retention and disposal schedule at www.gloucestershire.gov.uk/retention.
Your rights:
For full details on how we use, store and share your information, how to exercise your data subject rights and how to lodge a complaint with the ICO, please see the Gloucestershire County Council C&F Hub general privacy statement notice here: https://www.gloucestershire.gov.uk/council-and-democracy/data-protection/service-specific-privacy-notices/
You will have the opportunity to upload an EHCP and/or a My Plan or My Plan +. If you wish to share this information with the HAF activity provider.
