10 February 2020 16:13

Data Protection and Privacy Policy

You must read and accept our data protection and privacy policy before continuing the registration process. Thank you. 

Privacy Information

For the purposes of Data protection Legislation, the Education & Skills Funding Agency (ESFA) is the Data Controller. Full details on how the ESFA will use your information can be found here:

ESFA Privacy Notice

Who we are

Groundwork UK has been appointed by the ESFA as the Programme Manager and the data processor (ICO registration number Z6601182) for personal data regarding ESF Community Grant grantees.

We do not trade personal data for commercial purposes and will only disclose it if required by law, necessary to administer your grant, or with your consent.

Groundwork UK uses Flexi-Grant® grant management system to store your personal data in order for us to administer your grant. The software we allow you to use is provided on our behalf by Fluent Technology Limited (Fluent). Any information which you put on to the Flexi-Grant® software may be stored by Fluent on our behalf. We only allow Fluent to use any personal data collected via the software (or which we may transfer to Fluent), on our behalf. It is not authorised to use any such data for its own purposes (save as may be required by law) nor is it liable for any use by us of your personal data. By using the Flexi-Grant® software, you are agreeing to us disclosing your personal information to Fluent. 

Flexi-Grant® data is hosted on Rackspace servers in the UK.

Details of our processing

We believe that for the purpose of administering your grant, processing is justified on the basis of a Contract (Grant Agreement); except for sending email marketing about Groundwork UK’s other activities which we carry out on the basis of consent. You will be able to give consent to us using your data for this purpose in the application form you submit. If you want to read our reasoning on this, you’re welcome to read more here.


We process grantees personal data for the following purposes:

  1. Administration of grant (grant assessment, grant due diligence, grant payments, grant variations, grant monitoring, and end of grant reporting) Information we hold includes:

    >Your name, contact details, grants organisation information and grant organisation payment information

    Your information will be shared with ESFA (the funding body), European Social Fund (ESF) and Local Enterprise  Partnership (LEP) (the organisation to whom you submitted your expression of interest and application) for monitoring purposes.

    We need to keep the details the grant until at least 31/12/2030 in line with ESF funding regulations.

  2. Sending our email newsletter (including potential sources of future funding and information on other areas of Groundwork’s charitable work) we will only send out this if you have provided consent during your online grant acceptance process

When your grant is complete, Groundwork UK will keep your contact details if you have consented to our email newsletter. We will review your interaction with our newsletter, and may ask you to reconfirm consent periodically, likely every 2 years.

You have the right to withdraw your consent at any time either by clicking the “unsubscribe” button or contact us directly by one of the following methods:

Email: info@groundwork.org.uk

Phone: 0121 236 8565

Post: Groundwork UK, Lockside, 5 Scotland Street, Birmingham, B1 2RR

I agree with the terms and conditions: