Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner's Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use Personal Data about you

We collect and hold personal information relating to your/your child’s/your organisation's participation in the Holiday Activities and Food Programme.

We use this information to:

  • Enable your/ your child’s enrolment onto the programme
  • Enable your organisation to support and participate in the programme
  • Help us to develop and improve our services
  • Complete statistical returns to Government departments

We process personal data on the basis of you/ your child’s consent to enable their enrolment in the programme/support and participation as a provider of the programme and, if requested by you/your child to keep you/ your child informed about the programme.

What information do we collect about you?

Parents and carers

  • Name, gender, address and contact details


  • Name and address
  • Easter HAF reference number 2021 (includes parent/carer benefits reference number)
  • Summer of Fun 2021 unique booking code
  • HAF unique booking code (all programmes from Dec 2021 onwards)
  • Date of birth
  • Details of Special Educational Needs, Medical Needs and Dietary requirements


  • Name, address and contact details

Who we share your personal data with

  • Feed the Hungry UK
  • Heron Press Ltd, ProntaPrint Ltd
  • HAF Holiday Club and Activity Providers
  • HAF Food Suppliers
  • Department for Education (if requested)

HAF Holiday Club and Activity providers include a wide range of organisations including community centres, faith organisations, schools, cultural venues, childcare providers and leisure centres, some of which will include volunteer and young leaders in their workforce. 

How long will we keep your information?

We will only keep your information for as long as we need to so we can give you the service you need, unless we must keep it for legal reasons.

Your rights

You have the right to:

  1. Ask to see the personal information we hold about you
  2. Withdraw consent
  3. Ask us to change information we hold about you if it is wrong
  4. Ask us to delete the information we hold about you
  5. Ask us to limit the way we use your personal information
  6. Ask for human intervention regarding decisions made about you by a computer
  7. Data portability (have your data transferred to another Authority)
  8. Complain to the Information Commissioner’s Office

To exercise any of these rights please contact the Holiday Activities and Food Programme team and/or email

Withdrawal of consent

Where personal data is processed on the basis of consent, you will have the right to withdraw that consent. However, Coventry City Council process personal data that it is necessary to do so in order to comply with our legal obligations and to enable us to perform tasks carried out in the public interest.


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances, you can contact the Data Protection Team (DPO) and request a review of the decision.

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:

The Information Commissioner's Office,
Wycliffe House,
Water Lane,
SK9 5AF.

Date of last review: October 2023