HAF Privacy notice & Cookie policy

Portsmouth City Council Privacy Notice – Holiday Activity and Food Programme

HAF Fun Pompey (HAF)

Portsmouth City Council is a registered Data Controller (Registration Number Z5578313).

The Council tries to meet the highest standards when collecting and using personal information in
accordance with data protection law.

The Council has partnered with Eequ as part of the DfE funded Holiday Activity and Food Programme
(HAF) to deliver activities and healthy meals during the school holidays for children of families aged 5
to 16 years old eligible for benefited-related free school meals.

Eequ is the Data Controller for the information outlined in this privacy notice. Eequ is working as a
partner on behalf of the council.

For more information about how Portsmouth City Council handle personal information, please see
https://www.portsmouth.gov.uk/ext/your-council/transparency/data-protection-privacy-notice

For more information about how Eequ handle personal information, please see the Eequ Privacy
Policy https://help.eequ.org/en/articles/4710979-eequ-privacy-policy

What information will Eequ ask for?

Eequ will collect information about children and families to provide the activities and to check
eligibilty for this service. 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.

What will Eequ and the Council use this information for?

We will collect information (where applicable) to: –

• Determine the eligibility of children for the Holiday Activity Fund (HAF).
• Connect parents and providers to support children in high-risk groups so they have a high-
  quality activity with food over the school holidays.
• Share any medical or personal data (e.g., food allergies) to help keep children safe.
• Co-ordinate an effective response to HAF from the council and the wider community.
• Support the child and young person whilst in the care of a provider such as safeguarding
  concerns or other needs.
• To contact you with service updates relating to HAF as outlined in the Department for Education HAF guidance.

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.

What is the legal basis for us to process your data?

The legal basis for the council processing the data is in the exercise of the Council’s official authority
(Article 6.1(e) UK GDPR).
The legal basis for Eequ to process your persona data is (a) performance of a contract with you as
their customer or (b) where it is necessary for Eequ’s legitimate interests in order to run their
services
(Article 6.1 (b) and (f) UK GDPR).

What are your legal rights?

Individuals have legal rights in respect of the personal information we collect. Please see the
Council’s privacy statement for further details at this link https://www.portsmouth.gov.uk/ext/your-council/transparency/data-protection-privacy-notice

You can contact the County Council’s Data Protection Officer at
data.protection@portsmouthcc.gov.uk

If you have a concern about the way we are collecting or using personal data, you should raise your
concern with us in the first instance or directly to the Information Commissioner’s Office,
https://ico.org.uk/make-a-complaint/ .

About this cookie policy

What are cookies?

Cookies are a specific technology that store information between website visits.
Cookies are small pieces of information, normally consisting of just letters and numbers, which online services provide when users visit them. Software on the user’s device (for example a web browser) can store cookies and send them back to the website next time they visit.

Cookies can be useful because they allow a website to recognise a user’s device. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

The majority of websites use both first party and third-party cookies.

First party cookies are directly stored by the website or domain you visit, are mostly necessary for the website to function in the right way, and do not collect any of your personally identifiable data.

Third party cookies are created by domains that are not on the website or domain you are visiting. Third party cookies are usually used for keeping services secure and understanding how the website performs and how users interact with it to improve user experience.

What types of cookies are there ?

Necessary: Some cookies are essential for users to be able to experience the full functionality of a website. They allow websites to maintain user sessions and prevent any security threats. They do not collect or store any personal information. For example, these cookies allow you to do things like log-in customer accounts and add products to baskets, and checkout securely.

Necessary cookies are automatically enabled as they are essential to enable the website to function. You may disable necessary cookies by changing your browser settings, but this may affect how the website functions.

Analytics: These types of cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit, etc. This data helps website owners understand and analyse how well the website performs and where it needs improvement.

Advertisement : These types of cookies are used to personalise advertisements on websites and track the efficiency of marketing campaigns. These cookies also help us keep track of the efficiency of these ad campaigns. The information stored in these types of cookies may also be used by third-party ad providers to show you ads on other websites on the browser as well.

Functional: These types of cookies help certain non-essential functionalities on a website. These functionalities include things like embedding content like videos or sharing content of the website on social media platforms.

Performance: These types of cookies help website owners to store settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.

What types of cookies do we use?

www.pycportsmouth.co.uk uses the following types of cookies:

Advertisement

Analytics

Necessary cookies

The below list details the cookies used in our website.

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings.

Find out how to manage cookies on popular browsers:

• Google Chrome
• Microsoft Edge
• Mozilla Firefox
• Microsoft Internet Explorer
• Opera
• Apple Safari

You can also opt out of tracking by Google Analytics across all websites.