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Privacy Notice – Grants Management System (GMS)

  1. Specified purpose:

The Department issues numerous grants to multiple organisations across a wide range of sectors.  The Department identified the need to transform the grants process to an online application for an improved customer experience and to further enhance the Departments public services

The personal data is being collected/processed for the purpose of assessing and managing grant applications for their life cycle. 

  1. Lawful basis:

The Department has identified Article 6(1)(e) of the GDPR and Section 38(1)(b) of the Data Protection Act 2018 as lawful bases for processing personal data. The Department's legal basis for processing the personal data is provided by Section 1(xi) of the Ministers and Secretaries Act 1924-2013.

  1. Recipients:

A third party software company developed the system. It has supervised access to the system in the Department’s offices for the purposes of maintaining and developing the GMS

  1. Transferred outside the EU:

No data is transferred outside the EU.

  1. Retention Period:

The data collected for this purpose will be held by the Department only as long as there is a business need to do so in line with the purpose(s) for which it was collected. In the case of grant applications, the submitted data will be held for the seven years. After this time, it will be marked for destruction and will be destroyed in line with internal guidelines or guidelines for destruction received from the National Archives Offices.

  1. Data provision being statutory or contractual obligation:

If the grant applicant chooses not to provide this information, their application for a grant cannot proceed.

  1. Automated Decision Making:

No automated decision making is carried out during the process.

  1. Information from Third Party:

The Grants Management System does not receive information from Third Parties.

  1. Technical information on data collected:

Technical information on the cookies used on our Department’s website is available at the following link: Cookies Policy.