Community Development supports local groups, provides grants, coordinates community events, develops partnerships, and promotes community engagement and wellbeing initiatives. We provide direct services to residents and community organisations.

What we need

• Personal details: Surname, forename, title, age, address, postcode, email, phone number
• Grant application and financial information
• Event participation and volunteer details (sign-in forms, attendance records)
• Community group membership information
• Project proposals and outcomes data
• Partnership agreement details
• Equal opportunities monitoring information
• Health and safety information for events and activities

Information sources:

• Online web forms, hard copy documents, email, telephone, face-to-face discussion
• You directly as the data subject or representatives acting on your behalf (e.g. parents)
• Sign-in forms at events and Community Development settings

Why we need it

• To provide you with a service and carry out Community Development functions
• To provide updates and information on events and projects you're involved in
• To inform residents of other events and projects that may interest them
• To process grant applications and monitor funding
• To organise community events and activities
• To support local groups and voluntary organisations
• To respond to enquiries and other matters
• To analyse statistical data for service development (usually anonymised)
• To ensure health and safety compliance

Who we share it with

• Community Development team staff (authorised access only)
• Other Council staff (to the extent required to provide requested services)
• System suppliers (strict need-to-know basis with confidentiality clauses)
• Grant funding bodies and partner organisations
• Voluntary sector organisations and community groups
• Event venues, contractors and suppliers
• Police and other local authorities (crime prevention/detection under GDPR Article 23)
• Other Council departments (for service efficiency and individual welfare)

How long we keep it

• Grant files: 6 years after project completion
• Event records: 1 year after event date
• Community group records: 1 year after last contact
• Partnership agreements: 6 years after agreement ends
• Volunteer records: 1 year after last involvement
• Health and safety records: 6 years after event/activity
• Special category data: 6 months

What are your rights? For full details of your rights as a data subject please see our Privacy and Cookies Page.

Lawful basis for processing

• Public task for promoting community wellbeing and development.
• Legitimate interests for grant administration and partnership working.
• Consent for voluntary participation in events and activities (withdrawable at any time).

This privacy notice should be read in conjunction with Epsom and Ewell Borough Council's main Privacy and Cookies Policy, which provides full details of your rights as a data subject and how to contact us regarding data protection matters. For complete information about data protection, contact our Data Protection Officer at foidpa@epsom-ewell.gov.uk or 01372 732000.