Privacy Notice – Household Support Fund (HSF)

How we use your personal information when providing support to your family
The Rotary Club of Edmonton Trust Fund (“Rotary”) works in partnership with your child’s school to provide support through the Household Support Fund (HSF), funded by Enfield Borough Council.
To provide this support, the school may share some information about your household with us. This notice explains how we use that information and your rights under data protection law.

1. What information do we receive?

Depending on the type of support you receive, the school may share:

Basic household details (always required):

• Household address
• Family surname or reference
• Number of people living in the household
• Type of support received
• Date support was provided

Additional details (only if needed):

• Your name
• Your email address (for sending digital vouchers)
• Your telephone number (if you agree to receive financial advice)

We do not receive information about your income, health, ethnicity, or any other sensitive data.

2. Why do we need this information?

We use your information for the following reasons:

A. To provide support, such as:

• Food or energy vouchers
• Essential goods supplied by the school
• Access to financial advice services

B. To make sure support is provided fairly

Enfield Borough Council requires us to keep a record of all households receiving support to ensure that:

• No household receives duplicate support from the same fund
• Funding is used correctly
• Audit requirements are met

C. To issue vouchers or arrange advice

If you receive a voucher or financial advice, we share only the minimum information needed with our trusted partner organisations.
We do not use your information for marketing or fundraising.

3. Our legal basis for using your information

Depending on the type of support, our legal basis is:

A. Legal obligation (Article 6(1)(c))

We must keep household-level records to meet Enfield Borough Council’s audit requirements.

B. Consent (Article 6(1)(a))

If we need to contact you directly (e.g., sending a voucher or arranging financial advice), your school will ask for your consent before sharing your email or telephone number with us.

C. Public task (Article 6(1)(e))

Your school uses this basis to identify households needing support.

4. Who we share your data with

We may share limited information with:

Voucher Provider

Only if you are receiving a digital food or energy voucher.
Information shared may include your name, address, and email.

Financial Advice Provider

Only if you agree to receive financial advice.
Information shared may include your name, email, and telephone number.
These organisations must follow strict data protection rules and cannot use your information for any other purpose.
Rotary does not share your personal data with:

• Enfield Borough Council (only anonymised statistics)
• Other charities
• Any commercial organisations
• Anyone for marketing or fundraising

5. How long we keep your information

We keep your personal information for:

12 months

This is required so we can meet the Council’s audit rules and check that support has not been duplicated across the community.
After 12 months:

• Your data is permanently deleted
• A deletion log is kept for accountability

6. How we protect your information

We take steps to keep your information safe, including:

• Encryption of data stored on our systems
• Restricted access to authorised Rotary trustees only
• Secure transfer of data from your school
• No public or unsecured cloud storage
• No printing or paper storage unless absolutely necessary

7. Your rights

You have the right to:

• Ask for a copy of your information
• Ask us to correct information if it is wrong
• Withdraw your consent (if consent was required)
• Ask for your information to be deleted
• Make a complaint to the Information Commissioner’s Office (ICO)

If you want to exercise any of these rights, you can contact:
📧privacy@edmontonrotary.org.uk
Because some of your data is kept to meet a legal obligation, we may not always be able to delete information immediately, but we will explain why if this happens.

8. Contact Details

Rotary Club of Edmonton Trust Fund

Data Protection Lead
📧privacy@edmontonrotary.org.uk
🌐 https://www.edmontonrotary.org.uk/privacy-policy/household-support-fund/
📍 190 Chase Side, Enfield, EN2 0QX
If you are not satisfied with how we handle your data, you can contact:
Information Commissioner’s Office (ICO)

www.ico.org.uk/

 

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