Summary of privacy notice
To inform programme participants about:
- why their details are required
- who they will be shared with
- how long their data will be retained
- their information rights
Background and data controllers for the information we collect
The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information and who we may share it with. It is provided to meet the requirements of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) to explain how we process your personal data in delivering the Trailblazer Work and Health VCSE 2025-26 Grant programme.
This programme is funded via West Yorkshire Combined Authority (WYCA), who in turn have received funding from the Department of Work and Pensions (DWP). The focus of the Trailblazer Work and Health VCSE 2025-26 Grant programme is to reduce economic inactivity through interventions to support economically inactive Leeds residents that have the right to work in the UK to increase their levels of confidence and self-esteem and inspire them to take the first steps into accessing support in order to progress nearer to or into employment. As part of the funding arrangements, we are required to monitor programme participant eligibility, progress and achievement and share this information with WYCA and DWP.
For the purposes of the Data Protection Act 2018, the ‘controllers’ of the personal data which you provide in the attached form and who determine what your data is used for and why it is collected are:
Statutory funding body for this programme: Department for Work and Pensions, Caxton House, 6-12 Tothill Street, London, SW1H 9NA.
Responsible for administering the funding at a West Yorkshire regional level: West Yorkshire Combined Authority, Wellington House, 40-50 Wellington Street, Leeds, LS1 2DE.
Responsible for administering the funding for Leeds residents: Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.
We also work with a diverse range of partner organisations to deliver these services who will act as data controllers or data processors to collect and process your information.
The data we will collect
To deliver the Trailblazer Work and Health VCSE 2025-26 Grant programme 2025, we will process the following data:
- name
- address
- date of birth
- national insurance number
- email address
- telephone number
- employment status
- education status
Special category (including finance data):
- personal data revealing racial or ethnic origin
- personal data revealing gender
- personal data concerning health
Criminal offence data:
- self-declaration of criminal record
How we collect information about you
We collect information about you from you directly (for example, by asking you to complete one of our forms, via the telephone, or face-to-face).
Why we process your data
We use your information to:
- assess your eligibility for the programme
- monitor your progress and achievements as a result of receiving support
- provide information on appropriate employment opportunities
All the data collected will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR). The data provided by you will only be used for the purposes specified.
Lawful basis for processing
We collect and hold your information to enable us to meet the conditions of the Get Britain Working Trailblazer Grant Funding Agreement with WYCA.
We will process your personal data in accordance with UK GDPR Article 6(1). The processing shall be lawful only if and to the extent that the following applies:
- Article 6(1)(b) – processing is necessary for the performance of a contract to which the data subject is party.
We will process your special category data in accordance with UK GDPR Article9(2). The processing shall be lawful only if and to the extent that the following applies:
- Article 9(2)(g) - Substantial public interest laid out in law (need to list at least one of 23 specific substantial public interest conditions set out in Part 2 of Schedule 1 of the DPA 2018).
The processing of special category data under Article 9 and criminal offence data under Article 10 are further supported by the following conditions in Schedule 1, Parts 1, 2 and 3:
- 1. Employment, social security and social protection
All the listed conditions require an Appropriate Policy document to be in place, which sets out and explains the procedures for securing compliance with the principles in Article 5 and policies regarding the retention and erasure of such personal data. Our Appropriate Policy document provides further information about this processing and supplements this privacy notice.
Data retention, storage and destruction
Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that your information will be kept for 7 years after the programme ends unless the law says that we need to hold it for longer or if there is a business requirement to do so. After this, your information will be deleted or archived.
Who we can share your data with
We share your data with agencies shown below as follows:
- West Yorkshire Combined Authority, who will use this information to confirm our compliance with the Get Britain Working Trailblazer Grant Funding Agreement and also to evaluate the impact, effectiveness and value for money of the scheme. This information will then be shared by WYCA with DWP
- Volition - Leeds, who act as managing agents for us and undertake a range of quality and administrative duties for the programme on our behalf
In addition, we will share your personal data:
- where such disclosure is necessary for compliance with a legal obligation to which we are subject
- in order to protect your vital interests or the vital interests of another natural person
- for the purposes of security and prevention of fraud and other criminal activity
- where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure
Automated decision making
Your data will not be used for any automated decision making, including profiling.
Your rights
The following rights under data protection law are available under the UK GDPR:
- the right to access – you can ask for copies of your personal data
- the right to rectification – you can ask us to rectify inaccurate personal data and to complete incomplete personal data
- the right to erasure - you can ask us to erase your personal data
- the right to restrict processing – you can ask us to restrict the processing of your personal data
- the right to data portability – you can ask that we transfer your personal data to another organisation or to you
- the right to object to processing – you can object to the processing of your personal data
- the right to complain to a supervisory authority – you can complain about our processing of your personal data
All data rights apply where we process your information based on your consent.
Where we process your information under the terms of the contract, certain rights to do not apply, such as the right to objection to processing and the right to withdraw consent.
These rights are subject to certain limitations and exceptions. You can learn more about your rights through the 'Your individual rights' page, and the Information Commissioner's Office.
You may exercise any of the above rights in relation to your personal data by writing to us, using the contact details provided below.
When your data gets sent to other countries
The information you provide will only be shared with DWP and WYCA and will not be transferred to another country outside of the UK.
Contact us
Any queries in relation to this privacy notice should be forwarded to:
Email: cefundingbids@leeds.gov.uk
Data Protection Officer
Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds LS2 8BB
The council privacy notice is available to view.
Complaints
If you are unhappy with the way in which your information has been handled you should speak with the specific service in the first instance.
Any data protection complaints about how the council has processed your personal data, will be handled in accordance with the council’s complaints policy. You can find out how to submit a complaint by visiting this link.
If we cannot resolve your complaint, you can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner’s website.
Changes to this notice
We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated August 2025.
