Privacy Notice for the Condition Improvement Funding (CIF) portal

Who are we?

This work is being carried out by the Condition Funding and Response (CFR) Division, which is a part of the Capital Directorate within the Department for Education (DfE).
For the purpose of data protection legislation, the DfE is the data controller for the personal data held and processed within the CIF portal.

Who is this privacy notice for?

This notice is for the responsible bodies eligible for CIF, e.g. academies, academy trusts, VA schools and sixth-form colleges, and the contacts within these organisations.

What personal data will we be using and why?

The categories of your personal data that we will be using are your:

  • full name;
  • email address;
  • telephone number;
  • job title or position within the responsible body.

We collect your personal data so that we can:

  • enable you to access the CIF portal;
  • send you important updates about any application you make for CIF grant or loan(s),any funding awarded to you, and your responsibilities;
  • get in touch with you about any queries you raise; and
  • ask if you would like to take part in user research.

Why is our use of your personal data lawful?

For our use of your personal data to be lawful, we need to meet one (or more) condition(s) in the data protection legislation. For CIF, the relevant condition is:

  • Article 6(1)(e) UK GDPR, to perform a public task as part of our function as a department.

Who will we make your personal data available to?

We sometimes need to make personal data available to other organisations. Where we need to share your personal data with others, we ensure that this data sharing complies with data protection legislation.

For CIF, the following may apply:

  • Organisations we use to run the CIF Portal;
  • Organisations contracted to complete the assessment of CIF applications;
  • Technical advisors contracted to conduct site visits; and
  • Other DfE or government departments, e.g. ESFA, who can demonstrate legitimate need relating to specific operational, strategic or policy matters.

How long will we keep your personal data?

We keep your personal data for as long as you use the service. The DfE will keep your personal data for 10 years after you stop using the service, as per DfE’s standard retention policy related to Programme and Project Management.

What are your data protection rights?

More information about how the DfE handles personal information and your rights concerning your data is published in our Personal Information Charter.

Under the Data Protection Act 2018, you are entitled to ask if we hold information relating to you and ask for a copy, by making a ‘Subject Access Request’. You can do this by using the contact form in the Personal Information Charter under the 'Make a subject access request (SAR)' section or writing to the Data Protection Officer at the address given.

If you need to contact us regarding any of the above, please do so via the DfE site at: https://www.gov.uk/contact-dfe.

Further information about your data protection rights appears on the Information Commissioner's website at Individual rights | ICO.

When was this privacy statement last updated?

We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time.
This version was last updated on 11 April 2022.

What is our contact information?

If you have any questions about how your personal information will be used, please contact us at https://www.gov.uk/contact-dfe.
You can also get in touch with the Department for Education’s data protection officer through the online contact form.