I understand that Caged Steel Communities does not permit children to bring personal belongings, including toys, electronics, or any other possessions, to the Holiday Club. Additionally, children are not allowed to bring money.

I also acknowledge that Caged Steel Communities is not responsible for any lost, damaged, or stolen items should my child bring them against this policy.

Privacy notice title:
Holiday Activities and Food Programme (HAF) 2025
Approved by:
Lucy McMahon
Approval date:
17/11/2025
Drafted by:
Mandy Burns
Status:
V0.1 - Final

This Privacy Notice sets out what you need to know about how City of Doncaster Council will use your information for the purpose of collating data on HAF funded places to provide to the DfE so they can gain a better understanding of 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. Data will also be used to evaluate the success of the programme and build a case for future funding.

The City of Doncaster Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.

What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:

personal information – such as: pupil name, date of birth, home postcode, free school meal status, school name and local authority area, unique pupil identifier, whether classed as vulnerable special category personal information – such as: your ethnicity, religious beliefs, information about your physical and mental health

How do we collect information about you?

Each provider of HAF Programme services will collect your data for their activity programmes and will explain how to provide the data when you apply for the programme. They will then collate the data and send it to CDC.

How will your information be used?

Your information will be used to provide the activity or service your child will attend.

If your child has attended a HAF-funded place at a holiday club, the information will be sent directly to DfE or to DfE via CDC. DfE will use the information so they 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. They 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 the DfE website page at GOV.UK: https://www.gov.uk/government/publications/holiday-activities-and-food-programme/holiday-activities-and-food-programme-2021

The Legal Basis for using your information

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:


Personal Data Activity
Legal basis - GDPR Article 6
S8 DPA (delete as appropriate)
UK Legislation


(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority
(a) the administration of justice,
(b) the exercise of a function of either House of Parliament,
(c) the exercise of a function conferred on a person by an enactment or rule of law,
(d) the exercise of a function of the Crown, a Minister of the Crown or a
government department, or
(e) an activity that supports or promotes democratic engagement.





Special Category Data Activity
Legal basis - GDPR Article 9
DPA 2018 condition
Other considerations


(2)(g) processing is necessary for reasons of substantial public interest.
Part 2 of schedule 1




(2)(j) processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.
Part 1 of schedule 1





Who will your information be shared with?
As explained above the service provider will share your information with CDC and DfE.

We sometimes need to share your information within the City of Doncaster Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to.




In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The City of Doncaster Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information. Deletion will be by 30th November 2026.

DfE will keep your personal data for the purposes described above for up to one year. They 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 rights

The law gives you specific rights over your information. These rights are:

to be informed of our use of information about you;
of access to information about you;
rectify information about you that is inaccurate;
to have your information erased (the ‘right to be forgotten’);
to restrict how we use information about you;
to move your information to a new service provider;
to object to how we use information about you;
not to have decisions made about you on the basis of automated decision making;
to object to direct marketing; and,
to complain about anything the City of Doncaster Council does with your information (please see the ‘Complaints’ section below).


Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request on this page of the City of Doncaster Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The City of Doncaster Council is required by law to have a DPO. The DPO has a number of duties, including:
monitoring the City of Doncaster Council’s compliance with data protection law;
providing expert advice and guidance on data protection;
acting as the point of contact for data subjects; and,
co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The City of Doncaster Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk

Complaints

If you are unhappy with the way in which your information has been handled you should contact the City of Doncaster Council’s Data Protection Officer so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF