Privacy notice for the holiday activities and food (HAF)
programme 2024
What is the holiday
activities and food programme (“the programme”)?
This holiday provision is for school
aged children from reception to year 11 (inclusive) who receive
benefits-related free school meals (FSM). Benefits-related FSM are available to
pupils if their parents are in receipt of one of the qualifying benefits, and
have a claim verified by their school or local authority.
Local authorities also have discretion
to use up to 15% of their funding to provide free or subsidised holiday club
places for children who are not in receipt of benefits-related FSM but who the
local authority believe could benefit from HAF provision.
Who we are
This programme is being funded through local authorities by the Department for Education
(DfE). For the purpose of data protection legislation, DfE and local
authorities are data controllers for the personal data processed as part of the
programme when it is supplied to them.
How we will use
your information
If
your child has attended a HAF-funded place at a holiday club, DfE receives the
personal data about your child from the organisation funded to deliver the
programme and / or your local authority. The information is used to so we can
better understand who is being reached by the programme and use this evidence
to support local authorities reaching disadvantaged children in need of support
during the holidays. We will also use the information to evaluate the success
of the programme and build a case for future funding.
More
information about the aim of this programme is published on our website at: www.gov.uk/government/publications/holiday-activities-and-food-programme/holiday-activites-and-food-programme-2024.
The nature of your
personal data we will be using
The categories of your
personal data that we will be collecting for this programme are:
Pupil name
Pupil Date of birth
Pupil Home postcode
School name and local authority
area
Unique Pupil Identifier
Pupil Free School Meal status
·
Whether pupil is classed as vulnerable
Name and email address of the
LA HAF co-ordinator
Name and email address of the
HAF Club Manager
Why our use of your
personal data is lawful
In
order for our use of your personal data to be lawful, DfE needs to meet one (or
more) conditions in the data protection legislation. For the purpose of this
project, the relevant condition is Article 6(1)(e) UK General Data Protection
Regulation to perform a public task as part of our function as a department.
Where we process Special Category data, we will only do so where we meet
conditions under Articles 9(1)(g) (substantial public interest) or 9(2)(j)
(archiving, research and statistics).
Who we will make
your personal data available to
We
sometimes need to make personal data available to other organisations. These
might include contracted partners (who we have employed to process your
personal data on our behalf) and/or other organisations (with whom we need to
share your personal data for specific purposes).
Where
we need to share your personal data with others, we ensure that this data
sharing complies with data protection legislation. For the purpose of this
programme, we will publish the names of any organisations with whom we need to
share your personal data on our website page (see website link above).
How long we will
keep your personal data
DfE
will keep your personal data for the purposes described above for up to one
year. We may keep the minimum necessary for longer where it is processed solely
for archiving purposes in the public interest, scientific or historical
research purposes or statistical purposes in accordance with Article 89(1) of
the UK GDPR subject to implementation of the appropriate technical and
organisational measures required by this Regulation in order to safeguard your
rights and freedoms.
Your data
protection rights
More information about how the DfE handles personal information is
published at www.gov.uk/government/organisations/department-for-education/about/personal-information-charter.
Under the Data Protection Act 2018, you are entitled to ask if
we hold information relating to you and ask for a copy, by making a ‘subject
access request’.
For further information and how to request your data, please use
the ‘contact
form’ in the Personal Information
Charter at: www.gov.uk/government/organisations/department-for-education/about/personal-information-charter under the ‘How to find out what personal information we hold
about you’ section.
If you
need to contact us regarding any of the above, please do so via the DfE website
at: www.gov.uk/contact-dfe.
Further
information about your data protection rights appears on the Information
Commissioner’s website at: Individual
rights | ICO.
Last updated
We may
need to update this privacy notice periodically so we recommend that you
revisit this information from time to time. This version was last updated on 8
May 2024.
Contact information
If you
have any questions about how your personal information will be used, please
contact us at https://www.gov.uk/contact-dfe and
enter Holiday and activity programme as a reference. For the Data Protection
Officer (DPO) please contact us via gov.uk and
mark it for the attention of the ‘DPO’.
