Bassetlaw Holiday Activities and Food Programme

Under the GDPR and DPA, Bassetlaw District Council, Queen’s Buildings, Potter Street, Worksop, Nottinghamshire, S80 2AH is a Data Controller for the information it holds about you.

What data will we collect and why?

The Council will hold the data provided by you in the booking form (also outlined below) for the purpose of the Bassetlaw Holiday Activities and Food programme. The data is being collected to help deliver an effective Holiday Activities programme in line with the Government requirements to provide for children and young people. The HAF programme is to support those on Benefits Related Free Schools meals, by supplying Holiday Activity and Food.

  • Name and age of child/young person
  • Name of parent/guardian
  • Postcode
  • Telephone number
  • Email address
  • Free School Meal eligibility
  • SEND (Special Educational Needs and Disability) information
  • Allergies and health information
  • Photographs (of those for whom consent has been sought and form signed) of activities taking place

If you do not provide this information then we will be unable to provide those services to you.  We will not collect any personal data from you that aren’t needed for delivery of those services.

For the purposes of this specific service, the personal data we require includes special category information (also known as ‘sensitive personal data’) which will include additional support needs and/or health details. When we are using this more sensitive type of personal information, our legal basis is usually that we require the information for reasons of substantial public interest for aims that are proportionate and which contain appropriate safeguarding measures.

The legal basis for collecting your information in these circumstances is:

UK General Data Protection Regulation (GDPR) Article 6(1)(a) – Consent.  The parents’ consent to register their child to take part in the programme of summer activities. Young people aged 16 and over can provide their own consent to take part.

UK GDPR Article 6(1)(e) (lawful basis to permit the processing of personal data) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authorities vested in the data controllers. 

UK GDPR  Article 9(2)(g) - special categories of data can also be collected for reasons of substantial public interest for aims that are proportionate and which contain appropriate safeguarding measures.

Information in these categories is used by the Council on the basis that such use is necessary for reasons of substantial public interest, and in accordance with the provisions of the Data Protection Act 2018.

What will we do with your information?

The data we collect from you will be processed by staff at Bassetlaw District Council only.  It will not be shared with any third party organisations.

It will be used to book your child onto summer holiday activities by your request, provide a hot/cold meal in line with allergy requirements and ensure the safety of your child whilst in our care.  The request will be made by you by:

  1. Completion of the booking form (via the Council’s website)
  2. E-mail
  3. Telephone

The only time we will not seek consent to share information with another organisation is if we believe that a child may be at risk of harm. In these situations, we have a duty to protect children, which means we do not need consent. On these occasions, we will normally tell you that information is being shared, with whom, and why – unless we believe that doing so may put your child at risk of harm.

We will also generally comply with requests for, and share, specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.

How long will we keep your data for?

Your data will be held for 3 years after the activity you have booked them onto finishes.  In the event of your child being involved in an accident, the accident form will be kept until your child’s eighteenth birthday. 

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to the information we hold about you.

View the most recent copy of the Retention Schedule. The Retention Schedule is a Live Document and as such, is updated regularly. Read our policy and guidelines that govern how we manage our Retention Schedule.

Protecting your personal data

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the personal information that we hold.

We do not currently transfer your data to any third country or international organisation.

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Your Rights

Subject to some legal exceptions, you have the right to request a copy of the personal information the Council holds about you;

  • Request a copy of the personal information the council holds about you
  • To have any inaccuracies corrected
  • To have your personal data erased
  • To place a restriction on the council’s processing of your data
  • To object to processing and
  • To request your data to be ported (data portability)
  • We do not currently transfer your data to any third country or international organisation.

When we are processing your/your child’s personal information with your Consent, you have the right to withhold your consent at any time. You can withdraw your Consent by emailing  at any time. Please note that in certain circumstances if you withdraw your Consent then we may be unable to provide you with the relevant service.

The information provided by you may also be used for other functions carried out by the Council in accordance with GDPR and DPA.  For more information about how the Council may use your data and to learn more about your rights please see the Council’s Privacy Statement.

If you have any concerns or questions about how your personal data is processed, please contact the Council’s Data Protection Officer at the above address or by email to If you are dissatisfied with the Council’s response you can complain to the Information Commissioner's Office in writing to: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone 0303 123 1113 (local rate) or 01625 545 745.



Last Updated on Friday, August 18, 2023