Privacy Notices - Business support measures Privacy Notice


You need to be aware of this Privacy Notice if you are requesting any of the following grants:

  • Additional Restrictions Grant
  • Local Restrictions Support Grant (Closed) Addendum
  • Local Restrictions Support Grant (Sectors)
  • Local Restrictions Support Grant (Open)
  • Local Restrictions Support Grant (Closed) Post 2 Dec
  • Christmas Support Payment
  • Time To Pay
  • Omicron Hospitality and Leisure Grant
What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR)

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. or in writing to:

Data Protection Officer
Civic Offices
Euclid Street

Please note not providing your personal data may lead to you not being able to claim any of the covid-19 related business grants.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

Swindon Borough Council will collect a range of data during the application phase each covid-19 business grant. This will include:

  • Business Rates account reference   
  • VAT Registration Number
  • Company Number
  • Business Name
  • Title of Applicant  / Ratepayer
  • Surname of Applicant /Ratepayer
  • Forename of Applicant / Ratepayer
  • Middle name or middle   initial of Applicant / Ratepayer  
  • Date of Birth of Applicant / Ratepayer
  • Business Address
  • Business Postcode
How do we process your personal data?

Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?

We may need to use some information about you:

  • To enable Swindon Borough Council to pay a grant that your business is entitled to.
  • To report payment of grants to Central government.
How the law allows us to use your information?

There are a number of legal, legitimate or lawful reasons why we need to collect and use your personal information. We are collecting your information in support of the Spring Budget 2020 announcement on the 11 March 2020 in relation to the Small Business Grant Scheme or the Retail and Hospitality Grant Scheme.

For this purpose we  are collect and using personal information in circumstances where:

  • You have received a letter from the Council advising you that your business is entitled to a grant.
  • You believe your business is entitled to a grant

If we have consent to use your personal information, you have the right to remove it at any time.
If you want to remove your consent, contact and tell us which service you are using so we can deal with your request.

Who do we share your information with?

We will share your information with Central Government for reporting on what grants Swindon Borough Council has paid.

We have completed a Privacy Impact Assessment (PIA) before we share personal information to make sure we protect your privacy and comply with the law.

We may also share your personal information when we feel there is a good reason that is more important than protecting your privacy. This does not happen often, but we may share your information in order to find and stop crime and fraud; or if there are serious risks to the public, our staff or to other professionals.

How do we protect your information?

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.
Examples of our security include:

  • Encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'.
  • Pseudonymisation, meaning that we will use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours.
  • Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it.
  • Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong.
  • Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches).
What you can do with your information?

We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.
However, you also have the right to ask for a copy of all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we have recorded about you, however, we cannot let you see any parts of your records that contain: 

  • confidential information about other people
  • data a professional thinks will cause serious harm to you or someone else’s physical or mental wellbeing; or
  • if we think that giving you the information may stop us from preventing or detecting a crime.

This applies to personal information that is in both paper and electronic records. If you ask us, we will also let others see your record (except if one of the points above applies).

If you cannot ask for your records in writing, we will make sure there are other ways that you can.
If you have any queries about access to your information contact

Your right to complain

In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.
If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at You may refer the matter to the Information Commissioner’s Office whose contact details are below:
Information Commissioner’s Office
Wycliffe House
Water Lane
This website also contains information on data protection and your rights and remedies.

What if you do not provide personal data?

You are under no statutory obligation to provide personal data to Swindon Borough Council, if you do not provide the data, we may not be able to process your request for any of the covid-19 related business grants.

How will we ensure compliance?

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

Main privacy notice

You are viewing the Privacy Notice for business support measures.

Read the main Privacy Notice