Data capture information for HAF

As part of the grant conditions, all funded organisations are required to capture the following information for each unique participant that attends. If you opt to use the Eequ Ltd system as recommended within the delivery guidance then all of this information is collected automatically for you in the system at point of booking.

• First name
• Surname
• Free School Meal eligibility (Yes / No)
• School name (From a list of Salford City Council schools)
• Whether the young person has a disability or not (Yes / No)
• Whether the young person has a special education need (Yes / No)
• Home post code
• Ethnicity (From standard UK ethnicity list)
• Gender
• Date of birth (DD/MM/YYYY format)

If you opt to only use Eequ Ltd to promote your activities, but to take bookings yourself via your usual booking methods, then you are required to import all of the above information into the Eequ Ltd system for programme monitoring. You must therefore collect this information yourself at point of booking.

Once collected at point of booking, you are required to upload this information into the Eequ Ltd system yourself to complete programme monitoring requirements.

If you are following this method to take bookings yourself, then we would recommend that you also collect the following information to ensure the safety of all participants. This information is not required as part of the reporting for the Salford Holiday Fun programme, however, you may find it useful.

• Emergency contact details for parent/guardian
• Known medical conditions that could impact participation
• Allergies and dietary requirements, essential when providing food
• Photography and media consent from parent/guardian if you are wishing to take photos or videos
• Medical consent in case of emergency situations.

NB: If you opt to use Eequ Ltd as recommended in the delivery guidance, then it will record all this information for you at point of booking automatically.

We are collecting the data listed above to help us measure the success of the programme. We will use the data to understand the number of young people that attend the programme and how many times they attended.

We are asking for some demographic information on the young people that attend the programme. We do this, to help us understand who is taking part in the programme. For example, if we are reaching our target audience and whether attendees are representative of the local population. This data can also enable us to differentiate between different sub-groups. Without this information we will not know if the programme is attracting for example, young disabled people or young people from ethnically diverse backgrounds.

All data collected will be anonymised and analysed in an aggregated form. No individual will be analysed or made identifiable when shared outside of the organisation.

Parents/carers and young people that attend your holiday programme have the right to know why certain data is being captured and who it is going to be shared with. You can use the text above to create your own data capture statements or use the following suggested statements on participant registration forms to let them know who their data will be shared with as outlined in our HAF Privacy Statement (Adobe PDF format, 137kb). This link should be shared with parents also.

This registration form has been designed to collect information on young people taking part in the Salford Holiday Fun programme. The information is important as it will help Salford City Council, the programme managers, evaluate the success of the programme. This data will be entered on to an evaluation system specifically for this programme.

Your data will be shared with Salford City Council for the sole purpose of checking free school meal eligibility. Your email address may be used to send an evaluation survey but will not be used to send unsolicited mail. Your information will be kept and used in line with organisational Privacy Policies that comply with all GDPR requirements.