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Clean and Green Grant - Privacy Notice

Who we are and what we do

Cotswold District Council is a data controller under the Data Protection Legislation as we collect and process personal information about you in order to process and administer the payment of the Clean and Green Grant to Businesses/individuals within the district.

This notice explains why we ask for your personal information, how that information will be used and how you can access your records.

Any questions regarding our privacy practices should be sent to:

Data Protection Officer (DPO)
Cotswold District Council
Council Offices, Cirencester, GL7 2PX

Tel: 01993 861194

What is the legal process for collecting and processing this data

The Council has a lawful basis for collecting and processing personal information about you in that it is necessary for the performance of a task carried out in the public interest (UK GDPR Article 6 (1) (e)), in this case the administration of the Clean and Green grant.

Why we need your information and how we use it

We collect information about you via your grant application. We collect your personal data in order to enable us to:

  • To assess your application for funding
  • To create statistical information for reporting purposes
  • For the prevention and detection of crime or fraud

What type of information is collected from you

Cotswold District Council may collect and process the following types of personal data in order to provide the services:

  • your name (or name of your business) and your business address
  • your bank details to enable us to make a payment
  • your phone and/or email contact details to enable us to contact you about your application

We only ask for personal information, via the Application Form, that is appropriate to enable us to process, administer and, if successful, pay the grant. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact on our ability to provide some services to you.

We will not contact you for any other purposes that your grant application.

Who your information may be shared with (internally and externally)

We may share or disclose your information to any of the following recipients as may be necessary in line with statutory obligations and/or to comply with contractual obligations relating to it:

  • To external third parties for verification or assessment purposes e.g. Government Departments, including HMRC and the Department for Business, Energy and Industrial Strategy, or external assessors
  • Service providers, professional advisers and auditors who in certain circumstances will also be “data controllers”
  • Central Government. Local Government Departments or Agencies or External Research Agencies for research and assessment purposes e.g. Funding Reports
  • Regulators, the government, local and foreign law enforcement authorities. Local and foreign courts, tribunals and arbitrators, other judicial committees of enactments of laws

How long we keep your information (retention period)

Data relating to successful funding applications will be held for the funding period and, to comply with financial and state aid regulations, a further period of 10 years, thereafter being securely disposed of.

Data relating to unsuccessful, withdrawn or ineligible funding applications will be held for the funding period and thereafter will be securely disposed of.

How we protect your Information

We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.  

For any payments which we take from you online we will use a recognised online secure payment system.

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Your rights 

You have rights under the Data Protection Legislations:

  • to access your personal data
  • to be provided with information about how your personal data is processed
  • to have your personal data corrected
  • to have your personal data erased in certain circumstances
  • to object to or restrict how your personal data is processed
  • to have your personal data transferred to yourself or to another business in certain circumstances
  • to be told if we have made a mistake whilst processing your data and we will self-report breaches to the Commissioner

How you can access, update or correct your information

The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.

If you wish to see a copy of your records you should contact the Data Protection officer at You are entitled to receive a copy of your records free of charge, within a month.

The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date please email us or write to us at:

Environmental Service
Cotswold District Council
Trinity Road, Cirencester, GL7 1PX

Tel: 01285 623000

Check out our website page about the Clean & Green initiative.

Further information

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described here, please tell us. Contact the Data Protection Officer.

You can also complain to the Information Commissioner:

We reserve the right to update this privacy notice from time to time by publishing a new version on our website.