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School Holiday Enrichment Programme (SHEP) Privacy Notice

How we use your personal information for School Holiday Enrichment Programme (SHEP) purposes

The Council provides services for local communities and the people who live in them.  Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals, we must make sure that they know what we intend to do with their information and who it may be shared with. 

We have summarised in this privacy notice some of the key ways in which we use your personal information for SHEP (School Holiday Enrichment Programme)  purposes. This information should be read in conjunction with the Council’s corporate privacy notice.

1. Who we are, what we do.

SHEP (School Holiday Enrichment Programme) is a school-based education programme run by the Local Authority that provides food and nutrition education, physical activity, enrichment sessions and healthy meals to children in areas of social deprivation during the school summer holidays. 

2. What and whose personal information we hold? 

We hold information about parents/carers and pupils who wish to attend SHEP

The types of parents/carers information we hold and process will typically include:

  • Name, address, date of birth, contact number and e-mail address.

  • Anonymised feedback information if we have received separate consent to do so.

The types of pupil information we hold and process will typically include:

  • Name, age, address (if different) date of birth, current school they attend and any relevant medical and additional learning needs

3. Where does the service get my information from? 

The information listed above will be collected from the parents/carers who apply for the SHEP place.

4. What will we do with your personal information? 

We will use the information above for the following reasons:

  • to contact the parents/carers where appropriate (contact details)

  • to liaise with the school to deliver the most appropriate programme to the pupil (relevant medical and additional learning needs information) 

  • to use anonymised feedback information to evaluate the programme and enable is to improve any future schemes (if we have had separate consent to do so)

5. What is the legal basis for the use of this information? 

Data Protection law says that we are allowed to use and share personal information only where we have a proper and lawful reason for doing so.

We will only process your information if we have had parents/carers consent to do so. This consent can be withdrawn at any time by contacting us (please see section 9).


6. Does the service share my personal information with any other organisation? 

The School to deliver the programme.


7. How long will my information be kept?

We will keep this information for the duration of the programme and then securely deleted. 

8. Your information, your rights 

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

Click here here for further information on your information rights and how to exercise them. 

9. Contact us 

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways: