Privacy notice HAF
General Information
This privacy notice provides you with general information about how we collect and use your information in the delivery of the HAF programme. The HAF programme is funded by the Department for Education (DfE) and offers free activities and food to eligible children aged 5 to16 during some school holidays.
Who we are
Isle of Wight Council has partnered with Eequ booking system as part of the delivery of the HAF programme.
Isle of Wight Council and Eequ will act as joint data controller.
For more information about how Isle of Wight Council handles personal information, see the Isle of Wight Council Privacy Policy
For more information about how Eequ handles personal information, see the Eequ Privacy Policy
Your Information
The Eequ booking system will collect information about children and families to provide to the HAF activity providers and to check eligibility for the programme. This information will include:
- Full name of child
- DOB/age
- Eligibility for benefits (Free School Meals etc.)
- Home address
- School
- Gender
- Any health or other needs related to help keep children safe
- Ethnicity
Why we collect information about you
We collect and use your information to support the delivery of the HAF programme and information collected will be used to:
- Determine the eligibility of children booking HAF activities
- Enable onward reporting of programme data to DfE as a required condition of funding
- Share any medical or personal data with activity providers (e.g. food allergies, additional needs) to help keep children and young people safe
- Co-ordinate an effective response to HAF from the Council and the wider community
- Contact parents and carers with service updates relating to HAF.
How long will we keep this information for?
Personal information collected for the HAF programme will be kept until the Termination of the Council’s Agreement with Eequ.
Lawful basis for processing information about you
We must ensure that we have a lawful basis to collect and use your information. Information is processed for
- the performance of a public task in the public interest or an official function which has a clear basis in law
Some of the information you provide is classed as special category data, we process this information
- with your explicit consent
- to protect an individual’s vital interests
Who we may share your information with
The information we collect will be shared with the HAF activity providers. Information is only shared with the activity provider/s with whom you have made a booking. This is to ensure the HAF activity has the right information to support, care for and safeguard your child.
How long we hold your information
Personal information collected for the HAF programme will be kept in line with Isle of Wight Council’s retention schedule. Contact us if you would like more information on this.
Eequ will hold the information until the termination of the Council’s contract with Eequ.
Once you book a child onto HAF activities, your answers will auto populate on future bookings, however you can change these details should you wish to for future bookings.
You can request to have your information (including anything about your child/children) deleted at any time via email to Eequ Ltd.
Where your information is held
Information will be stored securely on the Eequ database.
Access is only given to individuals who need it as part of their working role and who have an account on the Eequ booking system which is accessed by a password.
Your information rights
You have several rights in relation to the information that we hold about you:
- access - you have the right to ask us for copies of your personal information
- rectification - you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
- erasure - you have the right to ask us to erase your personal information in certain circumstances
- restriction of processing - you have the right to ask us to restrict the processing of your information in certain circumstances
- object to processing - you have the right to object to the processing of your personal data in certain circumstances
- data portability - you have the right to ask that we transfer the information you gave us to another organisation or to you in certain circumstances
- automated decisions and profiling – you have the right to prevent your information being processed and decisions being made about you solely by automated means (without any human involvement).
You can contact the Data Protection Officer
- Postal Address: Corporate Information Unit, Isle of Wight Council, County Hall, High Street, Newport, Isle of Wight PO30 1UD
- Email: dpo@iow.gov.uk
To view more information about your rights and when these might apply, visit the Information Commissioner's website.
Information Commissioner's Office
You have the right to complain to the Information Commissioner’s Office (ICO) if you are not satisfied with the way that the Council has handled your information.
They can also provide advice and can be contacted through the Information Commissioner’s website.
Call: 0303 1231113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.