ESIF privacy notice for SMEs and Individuals

We will collect company or personal employment details, your contact details including your name, address, postcode, phone number, email address, evidence of your right to live and work in the UK* for example a passport, birth certificate or identity card (*ESF projects only). If you are a sole trader, we will also collect your unique tax reference number.

We may also collect your gender, age, disability, ethnicity, nationality, household situation and highest educational attainment in order to support ongoing evaluation of the ESIF funding programme.

We collect your data to check your eligibility for support and to comply with our contractual obligations under the ERDF/ESF funding agreement(s) that subsidise the project(s).

We also use your data to identify which groups and types of organisations have received support and to inform future policy decisions.

We will process personal data in the ESIF programme according to the following lawful basis:

Article 6(1)(e) of the EU General Data Protection Regulation (GDPR):
‘processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller’.

The lawful basis for controlling or processing `special category’ data under ERDF/ESF is: Article 9(2)(g) GDPR

“processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide suitable and specific measures to safeguard the fundamental rights and the interests of the data subject;”

The information you share with us is intended for use by the DLUHC and DWP to satisfy the European Commission’s audit requirements and to enable statistical analysis.

Your personal data will be used only by relevant LJMU staff where the data is necessary for them to undertake their designated role.

Your data will be shared only with other Partners to a project on a need to know basis to record support provided, for auditing and reporting purposes and for subsequent evaluation of the programme. Examples of these partners include

• Other Higher Education institutions,
• NHS bodies
• Liverpool City Region Local Enterprise Partnership
• Local Authorities
• Regional Growth Companies
• Other government Departments
• The Womens' Organisation
• Charities and Voluntary Sector Organisations

The University takes Data Protection very seriously. The information we collect is stored safely and securely and processed in accordance with GDPR.

Your data will only be kept as long as is required under the funding agreement and to comply with audit requirements. Current European Document Retention Guidance states that original documents relevant to the implementation and financing of ESIF projects must be retained either electronically or as a paper copy, until a minimum of two years after the Audit Authority submits the Annual Control Report for the Programme as a whole, currently estimated to be at least 31 December 2033.

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request
• ask the University to correct incorrect or incomplete data
• ask the University to delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing
• request transfer of your data to another party

If you would like to exercise any of these rights, please contact the Data Protection Officer DPO@ljmu.ac.uk

We need to collect personal data from you to check your eligibility for support and to comply with our contractual obligations under the funding agreement(s) that subsidise the project(s).

If you do not provide the information to us, we will not be able to offer you the support.

You are under no obligation to provide us with monitoring information such as your age, gender, ethnicity and health data and it will not affect your support if you do not wish to supply that information on the form.

Generally, we do not send your personal data outside the UK. However, in some specific cases, we may transfer the personal data we collect to countries outside the UK in order to perform our contract with you/or a contract with another organisation that requires your personal data i.e. a collaboration agreement with a university based outside of the UK. Where we do this, we will ensure that your personal information is protected by way of an ‘adequacy regulation’ with the UK or by putting alternative appropriate measures in place to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the UK laws on data protection. For example model contractual clauses, data sharing/data processing agreement and binding corporate rules (where applicable).

We will not make any decisions about you automatically using a computer, based on your personal data. All decisions affecting you will be taken by a human.

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted:

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.

Telephone: 0303 123 1113.

Email: contact can be made by accessing www.ico.org.uk