Community Welfare Trust

Who we are

We are a Local Authority established under the Local Government etc. (Scotland) Act 1994 and have our Headquarters at Newtown St Boswells, Melrose, TD6 0SA. You can contact our Customer Advice and Support Service by:

• email: customeradvice@scotborders.gov.uk
• phone: 0300 100 1800

Our Data Protection Officer can be contacted using the contact details above or by emailing dataprotection@scotborders.gov.uk

How we will collect your information

The personal information we hold about you may be collected by:

• online form
• phone
• email
• a member of our staff

Information we may collect

You are required to provide the following personal information to enable you to apply to the Community Welfare Trust or Community Enhancement Trust or to make an enquiry:

• Individual’s first and last name
• Individual’s address
• Individual’s email address
• Individuals phone number
• Organisations contact name
• Organisations address
• Organisations email address
• Organisations telephone number
• Organisation’s signed constitution (constituted group)
• Organisation’s signed annual accounts statement (constituted group)
• Bank statement (of the person who the payment will be made to

Why we are collecting your information

We will use your personal information to:

• keep you updated on the progress of your application or enquiry
• personal information will be used in the management of an application, as well as monitoring access to the fund

We are collecting and using this information for the performance of a task which is carried out in the public interest.  We adhere to the principles of Following the Public Pound Code of Practice.

Who we may share your information with

Your information will be accessed by our staff who need to use it to provide the service described above.

For Community Welfare Trust applications from individuals, your details may also be shared with our Financial Inclusion team to assess support that may be available and whether there may be alternative support available through grants such as the crisis grant or the community care grant.  It may also be used to ascertain if the individual’s benefit entitlement is up to date.

The full name of the individual and/or community group will also be made available to the Communities and Partnerships Team, the Director of Resilient Communities, and Councillors for decision making purposes. It may also be shared with our Executive Committee.

Your information may be shared and analysed internally in order to provide management information, inform service delivery reform and similar purposes to meet our duty to achieve best value, and continuous service improvement.

We are legally obliged to safeguard public funds so we are required to verify and check your details internally and across the council to prevent fraud where necessary. We may share this information with other public bodies for the same purpose.

We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this.  In general, we will also comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.

Decision Making

Decisions will be made by the Director of Resilient Communities and Councillors.  In situations where Community Welfare Trust and Community Enhancement Trust applications exceed the limits specified in our Scheme of Delegation, or less than 50% of the Councillors in the relevant council wards are in agreement,our Executive Committee will review the applications and make a decision.

Information you have given us about other people

If you have provided anyone else's details on this form, please make sure that you have told them that you have given their information to us. We will only use this information to contact those people to assess your own entitlement to this service. If they want any more information on how we will use their data they can view our privacy statement or email communitygrants@scotborders.gov.uk

How long do we keep your information for?

The information you have provided will be retained for 7 years following the last action on your enquiry and will be destroyed in a secure manner.

Your rights

You have the right to request access to any personal data held about you by us. You can also request that we restrict the use of your information or even object to any further processing. You can do this by contacting the Data Protection Officer. We will respond to your request within 30 calendar days.

For more information on your rights see our website or if you would like a hard copy of this information, contact us.

How to raise a complaint

We aim to directly resolve all complaints about how we handle personal information. If your complaint is about how we have handled your personal information, you can contact our Data Protection Officer by:

• email: dataprotection@scotborders.gov.uk
• phone: 0300 100 1800

You also have the right to lodge a complaint about data protection matters with the Information Commissioner's Office (ICO), who can be contacted by:

• post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• phone: 0303 123 1113
• ICO website

If your complaint is not about a data protection matter you can find details on how to make a complaint.