Free School Meals Winter Food Voucher Scheme

Dear Parent/Carer,

Following the Government’s announcement to provide Winter Grant money to deliver benefit-related Free School Meals (FSM) over the Christmas holiday period, Kent County Council (KCC) will provide eligible families with supermarket food vouchers.  The vouchers cover the period of 2 weeks and will be £15 per week per child and will cover the period from Monday 21 December 2020 – 4 January 2020.

The vouchers can be provided for either use in Asda or Tesco and should only be used to buy food and other essential items. Asda vouchers can be used online, or in store and Tesco vouchers can only be used in store, however the vouchers cannot be used in both stores.

To enable the vouchers to be sent out electronically, the council has appointed a third-party provider to distribute the vouchers, and the school has been asked to provide your contact details so that vouchers can be emailed to you the between 30 November 2020 and 9 December 2020, from the following email address:  free.school.meals.kent.county.council@notifications.service.gov.uk

The school will provide the following information to the third-party provider: parents first and last names, email address, phone number and supermarket choice.

To ensure that we have your most up to date contact details, please complete the Google Form below by Monday 30th November, 5:00pm. Please make one application per child eligible for free school meals.

https://forms.gle/Gwbsa6xZsU7M6cFB6

If your contact details are not correct, then the vouchers may not reach you in time for Christmas or an appropriate supermarket may be selected on your behalf.

If you need any support with completing the Google Form, please contact your College Admin Team:

Minerva College minerva-admin@wilmingtonacademy.org.uk

Apollo College apollo-admin@wilmingtonacademy.org.uk

Jupiter College jupiter-admin@wilmingtonacademy.org.uk

Please find attached Frequently Asked Questions (FAQs) and a privacy notice explaining how your data will be protected by KCC and their third-party provider: www.kent.gov.uk/foodvoucherprivacy

Should you have any queries relating to the above, please contact Ms Quan (carmen.quan@wilmingtonacademy.org.uk).

Your faithfully,

Mr M Gore | Ms C Quan

Principal | Assistant Principal

Kent County Council Winter Free School Meals 2020

FAQs for Parents/Carers

1 Why is my child’s school asking for my information?

You are being asked for information to make sure you can get the help that Kent County Council (KCC) has put in place for families who have children in Kent schools who already receive Free School Meals based on their family income.

2 What help is available for my child?

To help over the school holiday at Christmas, KCC is supplying a supermarket voucher to the value of £15 per week, for a maximum of two weeks, for every eligible child that receives free school meals in Kent schools based on their family income. The voucher is for food and other essential items only.

3 Can I choose which supermarket voucher to get?

The vouchers available are from Tesco or Asda only. Asda vouchers can be used online or instore. Tesco vouchers can only be used instore including at Tesco Metro and Tesco Express.  Please make sure you tell us which one you would prefer.

4. How will I receive the voucher?

A voucher code will be sent to you by email  from free.school.meals.kent.county.council@notifications.service.gov.uk

 Please note this address cannot accept incoming emails. Some accounts may send the email to your junk folder, so do check this folder for your voucher.    If purchasing in store, you should take the code with you to pay for your groceries.  Tesco vouchers also have a challenge code, so you should make sure you have this with you too.  If purchasing online, you will need to enter the Asda code by clicking on the “Add Gift Card” button in the Order Summary section of the checkout.

5. Can I use the vouchers online?

Asda vouchers can be used online or instore. Tesco vouchers can only be used instore including at Tesco Metro and Tesco Express. The vouchers are for food and other essential items.

6. Can I exchange the vouchers for cash?

No. The vouchers cannot be exchanged for cash.

7. When will I receive my vouchers?

Vouchers will be sent out in the week beginning Monday 30 November from free.school.meals.kent.county.council@notifications.service.gov.uk  . Please note this address cannot accept incoming emails. Some email accounts may send the email to your junk folder, so do check this folder for your voucher.  Not all vouchers will be sent on the first day. If your children are at more than one school, it is likely you will receive your vouchers on different days. It will take a number of days for everybody to receive all of their vouchers. If you have not received your vouchers by Wednesday 9 December, please do contact your school in the first instance.

8. What will my child’s school do with my information?

The school will pass your information to KCC’s fulfilment agency who will use the information you give to send out the supermarket voucher. A privacy notice explains how the data will be used and then once used, destroyed.  You can read the privacy notice here www.kent.gov.uk/foodvoucherprivacy

9. Who can I talk to if I think there is a mistake or if I don’t receive my voucher?

If you haven’t received your voucher by Wednesday 9 December, please do check your junk folder for our email in the first instance.  If you think there is a mistake with the information about you or your household, or the voucher is not received, speak to your child’s school to check that all of your information is correct.

10. What if there isn’t a Tesco or Asda near me?

The vouchers are valid in any Asda or Tesco store including those in Kent or any surrounding counties.  Asda vouchers can be used online or in any of the 13 stores in Kent.  There are over 50 Tesco outlets in Kent including Tesco Metro and Tesco Express. If you are still unable to use an Asda or Tesco voucher, please alert your school in order that we can put an alternative offer in place.

11. My child lives in Kent but goes to school in another authority area, what help will I get?

Each local authority is making arrangements for the children that go to school in their area. In some areas you will need to apply for the help that is offered.  If you live in Kent and your child goes to school elsewhere, we recommend that you talk to your child’s school in the first instance and they will be able to tell you what arrangements are in place.

12. Who decides who is eligible for Free School Meals?

The government decides who is eligible for free school meals. You can find out about who is eligible and how to apply here  https://www.gov.uk/apply-free-school-meals

13. Who is paying for the supermarket vouchers? 

The government has given Kent County Council a grant to help residents over the winter period. The cost of the vouchers is being met from this grant.

Free School Meals Winter Food Voucher Scheme
School Privacy Notice

This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you. We are required to give you this information under data protection law.

Who we are

Your child’s school collects, uses and is responsible for a range of personal information about you and your child. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The Free School Meals Winter Food Voucher Scheme aims to help families with children who are eligible for Free School Meals and who may be having difficulties paying for food during Winter 2020-21.

Personal information we collect and use

Information collected by us

In the course of providing you with food vouchers, we will collect and use the following personal information, that you provide (or have previously provided to us):

  • Your name, mobile telephone number and email address

  • The internal unique reference that the school systems use

  • The school your child attends

  • The supermarket that you would like vouchers for

How we use your personal information

We use your and your child’s personal information to:

  • process your application for free school meals winter food vouchers

  • analyse the service that we are providing (not at child level)

  • investigate claims of the voucher scheme’s misuse

How long your personal data will be kept

Records will be retained for no longer than 6 years plus the current financial year from the date of application before the records and all data we have in it is permanently deleted from its secure storage.

Reasons we can collect and use your personal information

We collect and use your personal data to carry out tasks in the public interest.

We will only ever share your data on a basis of need, in line with legislation, and will always work transparently with you.

If you do not provide your data, we will not be able to process your application for free school meals holiday food vouchers.

Who we share your personal information with

  • teams within Kent County Council working to improve outcomes for children and young people

  • commissioned providers of local authority services (working to administer the voucher scheme with KCC)

We may share your personal data with the National Fraud Initiative, which is administered by the Cabinet Office, for the purposes of assisting the prevention and detection of fraud.

We will share personal information with law enforcement or other authorities if required by applicable law.

Your rights

Under GDPR you have rights which you can exercise free of charge which allow you to:

  • know what we are doing with your information and why we are doing it

  • ask to see what information we hold about you (subject access request)

  • ask us to correct any mistakes in the information we hold about you

  • object to direct marketing

  • make a complaint to the Information Commissioner’s Office

Depending on our reason for using your information you may also be entitled to:

  • ask us to delete information we hold about you

  • have your information transferred electronically to yourself or to another organisation

  • object to decisions being made that significantly affect you

  • object to how we are using your information

  • stop us using your information in certain ways

We will always seek to comply with your request; however, we may be required to hold or use your information to comply with legal duties. Please note, your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under GDPR.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used/accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Contact

Please contact your school’s headteacher to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.

GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted on 03031 231113.