Grant Application Portal Terms and Conditions

1. Introduction

Welcome to the Grant Application Portal ("the Portal"). By creating an account, submitting an application, or otherwise using the Portal, you agree to these Terms and Conditions.

These Terms govern the submission, assessment, administration and monitoring of grant and funding applications submitted through the Portal.

If you do not agree with these Terms, you should not use the Portal.

2. About the Portal

The Portal is provided to enable individuals, clubs, organisations and other eligible applicants to:

• Apply for grants and funding programmes;
• Upload supporting information and documentation;
• Communicate with grant administrators;
• Monitor the progress of applications;
• Receive funding decisions and related communications.

Submission of an application does not guarantee that funding will be awarded.

3. Applicant Responsibilities

When using the Portal, applicants must:

• Provide accurate, complete and truthful information;
• Ensure all supporting documentation is genuine and current;
• Notify us of any material changes that may affect an application;
• Maintain the confidentiality of account credentials;
• Use the Portal lawfully and responsibly.

We reserve the right to request additional information or evidence at any stage of the application process.

4. Assessment and Decision-Making

Applications will be assessed against the published criteria for the relevant grant programme.

Funding decisions may take account of:

• Eligibility requirements;
• Programme objectives;
• Available budget;
• Information supplied by applicants;
• Information held by relevant partners or public bodies where appropriate.

The submission of an application does not create any contractual entitlement to funding.

All funding awards remain subject to approval processes and any applicable funding agreement.

5. Fraud Prevention and Verification

Applicants must not knowingly provide false or misleading information.

We reserve the right to:

• Verify information supplied in applications;
• Request additional evidence;
• Conduct eligibility checks;
• Recover funds obtained through fraud, misrepresentation or error.

Any suspected fraud may be referred to relevant authorities.

6. Intellectual Property

Applicants retain ownership of information and documents submitted through the Portal.

By submitting materials, applicants grant us a non-exclusive right to use, reproduce and share those materials where necessary to:

• Assess applications;
• Administer grants;
• Meet legal and regulatory obligations;
• Monitor funded projects;
• Undertake audit and assurance activities.

7. Limitation of Liability

While reasonable efforts are made to ensure the Portal operates effectively, we do not guarantee uninterrupted access.

We will not be liable for:

• Temporary system outages;
• Internet or connectivity issues;
• Loss of data caused by circumstances beyond our reasonable control;
• Indirect or consequential losses arising from use of the Portal.

Nothing within these Terms excludes liability where exclusion would be unlawful.

8. Changes to the Portal

We may:

• Modify the Portal;
• Change grant programmes;
• Update eligibility requirements;
• Amend application processes;
• Suspend or withdraw access where necessary.

Changes may be implemented without prior notice where required for operational, legal or security reasons.

9. Privacy Notice

9.1 Purpose of Processing

To assess and administer grant and funding applications, we need to collect and process personal information.

We process personal information as part of our role as a public body and in order to meet legal obligations relating to grant governance, audit, accountability and public funding administration.

Lawful Basis for Processing

Personal data is processed under:

• Article 6(1)(e) UK GDPR – Public Task / Exercise of Official Authority; and
• Article 6(1)(c) UK GDPR – Compliance with a Legal Obligation where grant governance requires it.

Where special category data is processed, such as equality monitoring information, we may rely upon:

• Substantial Public Interest provisions under data protection legislation; or
• Explicit consent where appropriate.

9.2 Information We Collect

We may collect:

• Name;
• Address;
• Email address;
• Telephone number;
• Grant and funding application information;
• Financial and organisational information;
• Supporting documents;
• Correspondence relating to applications;
• Records of funding decisions;
• Equality monitoring information, including ethnicity, disability and gender, where provided.

9.3 How We Use Your Information

We use personal information to:

• Assess grant applications;
• Determine eligibility;
• Administer funding awards;
• Monitor funded activities;
• Prevent fraud and misuse of public funds;
• Meet legal, audit and regulatory obligations;
• Produce statistical and equality monitoring reports.

9.4 Sharing Information

We may share information with:

• Local authority partners;
• The National Lottery and statutory Lottery support bodies.
• National Governing Bodies of Sport and other assessment partners;
• External assessors providing professional advice;
• Auditors and professional advisers;
• Regulatory bodies;
• Law enforcement agencies where required by law.

We will never sell personal information.

Information will only be shared where there is a lawful basis to do so.

9.5 Retention of Information

We will retain personal information:

• Generally for up to seven (7) years after the completion of a grant programme; or
• Up to twenty-one (21) years where grants relate to property, land or building projects.

Information may be retained longer where required by law, audit obligations or ongoing legal proceedings.

9.6 Your Rights

Under UK data protection law, individuals have rights including:

• The right of access;
• The right to rectification;
• The right to erasure (where applicable);
• The right to restrict processing;
• The right to object to processing;
• The right to data portability (where applicable);
• The right to withdraw consent where processing is based on consent.

To exercise your rights, contact:

Data Protection Officer

Email: DPO@sport.wales

Telephone: +44 (0)29 2033 8259

9.7 Complaints

If you have concerns about how your personal information is handled, please contact us in the first instance.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: https://ico.org.uk

Telephone: 0303 123 1113

10. Governing Law

These Terms and Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.

Any dispute arising from the use of the Portal shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact Information

For general enquiries regarding grants and funding:

Sport Wales

Telephone: 0300 300 3102

Website: www.sport.wales

For data protection enquiries:

Email: DPO@sport.wales