Grant Aid privacy notice

Who we are and what we do 

Elmbridge Borough Council, who manage the Grant Aid funding application process, will use your data to administer your applications to the Elmbridge Sports Council, and to provide the products and services you have requested from us.

What we need

We will collect contact details and personal details of the person whom is requesting Grant Aid, along with contact details of a parent/guardian for those whom are under 16. We also require the name of whom the cheque shall be written out to.

As set out in the funding agreement terms, any individuals applying for Grant Aid are to provide contact details of a Head Coach, along with a letter of support from the club.

Why we need it

The information is required in order to process your application and will be kept on our system for further correspondence. We will be sending cheques via post to successful applications, using the address provided in the application. This information enables us to contact you and forms part of our administrative function.

The consequence of not providing the required information means the application can not be processed.

What we do with it 

The information that you have provided will be held by the Council and will only be accessed by authorised members of the Sports Council committee. We will only use the information that you have provided for the purpose stated in the ‘Why we need it’ section, and will not use it for any other Council purpose, unless we have your consent, or this is provided by law.

We may separately ask you for your permission to provide you with information about other Council services such as Sports Awards and FACS. But you do not have to give your permission to receive these details, and it is not a condition of your application.

How long we keep it

Your personal data will be removed after a year of the applications closing date. However, we will keep your contact email address until the following financial year to inform you of the next application round.

Whom we share it with

We will share your application forms with members of the Sports Council committee so that they can score them accordingly against the criteria. Paper copies may be shared to those without computer access. These records will be securely destroyed by the end of the scoring process.

With your consent, we will contact you with other relevant Council services such as Sports Awards, FACS and other funding opportunities.

What are your rights?

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact the Data Protection Officer at

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page.

How to contact us

Please contact the Data Protection Officer if you have any questions about our privacy policy or information we hold about you:

We want to make sure that your details are accurate and up to date, so you may ask us to correct or remove information that you think is inaccurate. 

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