Business Grants, Tenant Licence (BIS and HEC), Studio 3 and Virtual Office (BIS) - Privacy notices by service area

The following information provides details on how we may collect, use and where appropriate share personal information in relation to planning in accordance with the General Data Protection Regulations (GDPR). It should be read in conjunction with the Council’s privacy notice.

Hartlepool Borough Council will collect your personal information for the purposes of the following services - assessing an application for business grant funding, a licence for tenancy at Hartlepool Enterprise Centre and the BIS, a booking for Studio 3 (BIS) or an application for a Virtual office address (BIS). 

We will collect, store and use the following categories of personal information about you:

• Your name, business name
• Contact details such as address, telephone numbers and e-mail addresses
• Details of your application
• Details of personal qualifications and certificates
• Details of your personal and business financial information
• Details of personal and business bank statements
• Details of HMRC registrations
• Details of Companies House registrations
• Details of your accountant, bank and financial advisor
• Details of any business related insurances
• Payment details (for payment of grant via BACS). 

We do not collect information categorised as sensitive for the purposes of processing the following :

• business grant application
• a licence for tenancy at Hartlepool Enterprise Centre and the BIS
• a booking for Studio 3 (BIS)
• a application for a Virtual office address (BIS). 

We collect personal information by letter, email, telephone, online and through face to face contact with you or, on occasion, an agreed representative appointed by you. 

Most commonly, we will use your personal information in the following circumstances:

• Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract. 

Unfortunately if you do not provide the information as described above we will be unable to process your business grant application. 

It may be necessary to share your information with other third party organisations in order to assess your application. These may include:

• Other organisations that you have stated that funding assistance has been received from.
• Referees you have stated in your tenant licence application

The following third party organisations may process information about you:

• Northgate Public Services – The Council’s IT provider Northgate may have to access the system on occasions where there is a fault 

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention schedules

Under certain circumstances, by law you have the right to:

• have inaccurate or incomplete date we hold on you corrected
• request the erasure of personal data we hold
• object to processing
• request the restriction of processing of your personal data
• request the transfer of your personal data
• request access to your personal information

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Officer in writing.

For further information on your rights please visit our GDPR web page.