Purpose of policy
This policy describes how The Childwick Trust processes your personal data in the course of undertaking its charitable activities (including the processing of applications for grants from applicants and the provision of grants to successful applicants (together, our applicants)).
It is important that you read this policy as it contains important information on who we are, how and why we collect, store, use and share (i.e. process) personal data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event you have a complaint.
We may change the terms of this policy from time to time. This version is dated 17th August 2018.
Who we are and our Privacy Officer
For the purposes of data protection laws, including the General Data Protection Regulation (Regulation (EU) 2016/679), the Data Protection Act 2018 and other relevant legislation, the data controller collecting and processing your personal data is The Childwick Trust, a private company limited by guarantee incorporated and registered in England and Wales with number 08224553 and a charity registered with the Charity Commission for England and Wales with number 1150413. Our registered office is at 9 The Green, Childwickbury, St Albans, AL3 6JJ.
We have appointed a Privacy Officer to deal with questions relating to this policy who can be contacted by e-mailing firstname.lastname@example.org by writing toThe Childwick Trust, 9 The Green, Childwickbury, St Albans AL3 6JJ or by calling 01727 844666.
The data we collect about you
Personal data means any information about an identified or identifiable individual.
We may collect, use, store and transfer different kinds of personal data about you as follows:
- Identity Data – includes first name; last name; username or similar identifier; title; gender.
- Contact Data – includes email address and telephone numbers.
- Communications Data – includes your preferences in receiving communications from us.
How is your personal data collected?
You may give us your Identity Data and Contact Data via our website or by filling in forms or by corresponding with us by post, phone, email or otherwise.
Other data controllers (including our applicants) may also provide your personal data to us.
How we use your personal data
We will only use your personal data in the following circumstances:
- To undertake our charitable activities and improve upon the processes involved in undertaking such activities.
- To manage our relationship with you and our applicants.
- To comply with the legal or regulatory obligations to which we are subject.
- For other legitimate purposes.
Our legal bases for processing your personal data
We will only process your personal data for one or more of the following reasons:
- Where we have your consent to do so.
- Where it is necessary for our compliance with a legal or regulatory obligation to which we are subject.
- Where we are required by law to do so.
- Where doing so is in the public interest.
- Where we have a legitimate interest to do so.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
Sharing your personal data
We will not sell, distribute or otherwise make personal data commercially available to any third party, except as described in this policy or with your prior permission. We may share your personal data with:
- Our insurers.
- Our lawyers, agents, advisers, bankers and other third party service providers.
- Competent governmental or regulatory bodies (including the Charity Commission for England and Wales).
- Law enforcement and other authorities (if required by applicable law).
- This data sharing enables us to undertake our charitable activities in a complaint manner and ensure our various duties are discharged lawfully.
Protection of your personal data
We take the security of the personal data we hold seriously. Policies and procedures are in place to safeguard it from loss, misuse and improper disclosure.
We also have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
To the extent that the processing of personal data involves the transfer of such data to a territory that does not provide an adequate level of protection, we shall implement appropriate safeguards in accordance with applicable data protection legislation.
For how long will we use your personal data?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for. To determine the appropriate retention period for personal data, we consider:
- the amount, nature, and sensitivity of the data;
- the potential risk of harm from unauthorised use or disclosure of the data;
- the purposes for which we process the data; and
- the applicable legal requirements.
Your legal rights
We assume responsibility for keeping an accurate record of the personal data which we process. Please inform us of any changes to your personal data.
Under data protection laws, you are entitled, amongst other things, to:
- Request access to your personal data and certain other supplementary information which this policy is already designed to address.
- Request the correction or, in certain circumstances, the erasure by us of your personal data.
- In certain circumstances, object to the processing by us of your personal data.
- In certain circumstances, restrict our processing of your personal data.
- Request the transfer of your personal data to you or to a third party.
- Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affecting you.
- Withdraw consent at any time, where we are relying on consent to process your personal data.
For further information on these rights, including the circumstances in which they apply, see the website of the Information Commissioner’s Office, the UK supervisory authority for data protection issues.
To exercise any of the above rights, please contact our Privacy Officer.
We may need to request specific information from you to help us to confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Third party websites and social media platforms
If you are concerned about an alleged breach of privacy law or any other regulation by us, please contact our Privacy Officer who will ensure that your complaint is investigated. You also have the right to complain to the Information Commissioner’s Office, which can be contacted via https://ico.org.uk/concerns or by telephone (0303 123 1113).
Please contact our Privacy Officer if you have any questions about this policy or the personal data we hold about you. Our Privacy Officer can be contacted by e-mailing email@example.com, by writing to The Childwick Trust, 9 The Green, Childwickbury, St Albans AL3 6JJ or by calling 01727 844666.