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HAF (Holiday Activities and Food) plus 2024 privacy notice

Who are we and what do we do 

HAF plus (Holiday Activities and Food) is part of Gateshead Council. We are based at the Civic Centre, Gateshead. We provide the following services:  

  • Organisation and co-ordination of Holiday clubs for children in Gateshead who are eligible under the funding criteria. 

This privacy notice provides specific information about how we process your personal data. It is an addition to the information contained in our Corporate Privacy Notice.  

What type of information is collected about you  

We collect personal information to understand your needs and provide services. Information may include: 

  • address 

  • date of birth 

  • email address 

  • mobile phone number (parent and child) 

  • Allergies or other health needs to keep the child safe 

  • National Insurance Number (parent) 

  • School attended by child eligibility for benefits (free school meals) 

How we collect information about you  

We collect information about you from various sources to ensure that we meet your needs, including: 

  • From the school/club you attend to distribute information to you 

  • Through a MS forms-based application form to help us decide who the programme would benefit  

  • Though our HAF plus app to help us allocate activities, food and vouchers to the participants 

Why we need your information  

Our purpose for collecting personal information is to enable us to:  

  • To allocate you the resources you/your child needs to participate in the HAF plus programme 

  • To keep your child safe while participating in the programme 

The lawful basis for our processing is: 

  • The legal basis for processing the data is in the public interest or in the exercise of official authority (Article 6.1e UK GDPR).  This information processing is considered to be part of Gateshead Council's public task. The processing and sharing of personal data in this way is required for the purpose of coordinating the HAF programme effectively, as outlined in the government's holiday activities and food programme

Our lawful basis for processing of sensitive personal data is:   

  • Substantial public interest for safeguarding of children and individuals at risk.

The legislation the service is obliged to comply with includes: 

Who your information can be shared with  

Our Corporate Privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements, and service delivery. The HAF plus team can share your information with:  

  • Providers of HAF plus activities such as sports clubs & arts organisations for the purpose of confirming attendance at these events. 

  • Anonymised data will be shared with the Department for Education for the purpose of submitting the Holiday Activity Fund (HAF) return which is a requirement of the funding received by Gateshead Council. 

If we wish to share your information with other council services or third parties for purposes outside of those listed above, we will ask your permission.  

How long we will keep your information  

We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact:  All data collected to run the programme and managed within the app will be deleted by 5 October 2024, so the app is clear for the next holiday period.  Individuals participating in subsequent years would need to register again. 

Where your information is held  

We hold personal information in secure electronic systems on Gateshead council servers. Information processed in the App will be held in cloud-based servers in UK locations. 

How you can update your information  

Our delivery of efficient services depends on the accuracy of your information. 

Please inform us of any changes to the following: 

  • email address 

  • personal circumstances 

  • any of the other information we hold 

Please contact: 

Your information rights  

Please see the relevant section of our Corporate Privacy Notice.  

Marketing and e-newsletters  

Please see our email marketing privacy notice.  

Business intelligence, profiling and automated-decision making  

Please see the relevant section of our Corporate Privacy Notice.  

Protecting your information  

Please see the relevant section of our Corporate Privacy Notice.   

Data Protection Officer  
Civic Centre  
Regent Street  
NE8 1HH  

0191 433 3000  

Information Commissioner's Office  

The Information Commissioner is the UK's independent body for upholding information rights. Visit their website to find out more about your rights under Data Protection law, and what to expect from us. 

For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:  

Information Commissioner's Office 
Wycliffe House 
Water Lane 
SK9 5AF  

0303 123 1113 or 01625 545 745