Transparency data

NDA privacy notice for socio-economic grant funding

Updated 21 October 2024

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This publication is available at https://www.gov.uk/government/publications/nda-privacy-notice-for-socio-economic-grant-funding/nda-privacy-notice-for-socio-economic-grant-funding

Privacy Notice for Socio-economic Grant Funding

This notice sets out how we will use your personal data, and your rights. It is made under the Data Protection Act 2018, section 36(1).

Applicants

Your data

The data you supply will be stored on the NDA group[i] Grants Management System, which is managed by Hyphenate Limited and hosted on Salesforce. The Grants Management System uses FormAssembly for data collection, which is integrated with Salesforce. Information collected via FormAssembly will be details provided in the online application form, grant reporting data and e-signature responses.

The data will be shared with the Social Impact teams, Finance teams, Internal Audit teams of Nuclear Waste Services (excluding the Community Investment Funding arising from the delivery of the UK Government’s GDF siting process), Nuclear Restoration Services Ltd (Sites Delivery Business), and Nuclear Restoration Services Ltd (Dounreay Delivery Business), Nuclear Decommissioning Authority, Sellafield Ltd and with members of local panels i.e. Site Closure Directors, Union Reps (at some sites) and Site Stakeholder Groups/Local Community Liaison Councils Representatives, if required. 

The Nuclear Decommissioning Authority uses the Cabinet Office tool Spotlight to perform counter fraud checks on applications for grant funding. Please refer to the Cabinet Office Privacy Notice to understand how your data will be used. https://www.gov.uk/government/publications/privacy-notice-for-spotlight-counter-fraud-checks/privacy-notice-for-spotlight-counter-fraud-checks

The purpose

The purpose for which we are processing your personal data is in relation to your application for grant funding.        We will process the data in accordance with the guidance set out in the Government Functional Standard for General Grants. The Government Functional Standard for General Grants facilitates the recording and reporting of grant information across government, providing accurate data to enable departments to manage grants efficiently and effectively, while actively reducing the risk of fraud. For further information please visit https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/722193/Grants-Standards-Guidance-INTRO.pdf

The data:

We will process the following data (including some personal data)

  • Title & Name of the person(s) requesting funding
  • Position held
  • Name of organisation
  • Company address
  • Telephone number
  • Email address
  • Company bank details, if required.
  • E-signature collection. For successful applications, applicants will be asked to sign a Grant Acceptance Form electronically. The details are collected via FormAssembly our data collection provider. Please note that a link to your e-signature endorsement record, will be stored on the NDA’s Grants Management System for auditing purposes.

Lawful basis for processing

The lawful basis for processing your personal data is that processing of this data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. In this case that is our functions in relation to government grants, and the need to have a cross-government database to reduce fraud and make available transparency information about the award of government grants.

Retention

If applications are successful paperwork & financial records shall be retained for a period of 7 years from the end date of the grant scheme. The earliest paperwork will be deleted is December 2028 and in December annually thereafter.

After this time a minimum amount of non-personal data will be kept for reporting and auditing purposes only.

If applications are rejected paperwork will be kept on file for a minimum of 2 years. The earliest paperwork will be deleted is December 2022 and in December annually thereafter.

Your rights

Under data protection law you have rights, including:

  • the right to be informed (which this notice fulfils)
  • the right of access
  • the right to rectification
  • the right to restrict processing
  • the right to object
  • rights in relation to automated decision making and profiling.

For a detailed explanation of these rights, and the specific circumstances in which they apply, please visit the Information Commissioners Office (ICO) website

If you wish to exercise any of your rights, including where you are seeking a copy of your own personal information, please contact the relevant DPO via:

NDA – dpo@nda.gov.uk

NWS – NWSinfogov@nuclearwasteservices.uk

NRS – D.P.O@magnoxsites.com

Sellafield Ltd – data.protection.team@sellafieldsites.com

Complaints

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or 0303 123 1113, or casework@ico.org.uk. Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

Contact details

The joint data controllers for your personal data are the Social Impact team of the Nuclear Decommissioning Authority and the relevant Social Impact Team providing the grant funding for your project, as follows:

  • Nuclear Waste Services Ltd
  • Nuclear Restoration Services Ltd (Sites)
  • Nuclear Restoration Services Ltd (Dounreay)
  • Sellafield Ltd.

Applicants Responsibility

As a Data Controller, you must consider your overall compliance with data protection legislation when sharing personal information with the NDA group, meaning:

  • you must process personal data securely, with appropriate organisational and technical measures in place
  • you must not use an individual’s data in ways that would have unjustified adverse effects on them
  • when you share personal data, you must ensure it is reasonable and proportionate (do not provide more information than is required)
  • you must ensure that individuals know what is happening to their data
  • before sharing data, you must tell individuals about what you propose to do with their personal data in a way that is accessible and easy to understand.

[i] The term NDA group refers to Nuclear Decommissioning Authority, Nuclear Restoration Services (Sites Delivery Business), Nuclear Restoration Services (Dounreay Delivery Business), Nuclear Waste Services (excluding the Community Investment Funding arising from the delivery of the UK Government’s GDF siting process) and Sellafield Ltd.

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