Holiday activities and food (HAF) booking system privacy notice

• providing the online platform that supports HAF holiday provision
• administering and responding to bookings
• communicating with you about your request and information on any updates or changes to the HAF programme
• supporting HAF activity providers to manage bookings, deliver care and support to meet the needs of all children in attendance at events, safeguarding and protecting them, and to facilitate discussions about their needs with parents and carers
• monitoring and reporting on the effectiveness of the HAF service (no identifiable information is included in reports) and storing information in our own LCC systems
• to support planning and development of HAF provision for sufficiency purposes and meet demand
• linking with Best Start in Life (BSiL) Family Hubs to support children, young people and families by providing access to services, information and activities, including the Holiday Activities and Food (HAF) programme
• the local authority is the data controller for the personal information we collect and use as part of delivering and monitoring this support. We will use this to communicate with you about your application for HAF and wider support services as needed

• name, date of birth, address and other contact information, including emergency contacts
• gender
• dietary requirements 
• allergies 
• free school meals eligibility status
• unique HAF identification number (provided through the HAF booking system)

We may also process some special category (sensitive) data such as:

• physical or medical needs
• special educational needs and disabilities 
• religious or other beliefs

• necessary to comply with requirements of the HAF programme
• necessary for the provision of school aged childcare and the management of school aged child care systems and services
• necessary to comply with a legal obligation
• necessary to perform a task carried out in the public interest or in the exercise of official authority
• necessary for the provision of social care and the management of social care systems and services
• necessary for reasons of substantial public interest

• provided to us directly by you
• provided by another individual, such as a carer or family member
• provided by another organisation involved in the provision of services such as a HAF provider, school, social and welfare organisation

• organisations and professionals involved in the provision of services such as:
  • HAF providers
  • schools
  • school aged childcare
  • Family Hubs and services delivering within Family Hubs
  • social and welfare organisations or other children’s services
• family members or another individual identified by you as an emergency contact
• Department for Education or another central government body

We are required to retain your information for as long as is necessary, in line with our retention schedules after which it will be securely destroyed.

Further information on retention periods is available through Commissioning - children's and family services – Lincolnshire County Council. It can be made available in alternative formats upon request.

You have several rights in relation to the information that the council holds about you. For information about your rights, when they might apply and how to make a request to exercise them, please see our customer privacy notice.