THE HADFIELD CHARITABLE TRUST
VERSION 2 – JULY 2018
We want everyone who comes to us for a grant to feel confident and comfortable with how any personal information you share with us will be looked after or used. This Privacy Notice sets out how we collect, use and store your personal information. This means any information that identifies or could identify you as a person not the organisation you are representing.
Who are we?
In the context of this Notice “we” and “us” is any employee, member of the Advisory Panel or Trustee who is working on behalf of The Hadfield Charitable Trust.
The Hadfield Charitable Trust is a grant giving trust covering charitable causes principally in Cumbria, particularly those involving social needs, youth and employment, help for older people, the arts and the environment.
What is the purpose of this Privacy Notice?
When you apply for a grant or otherwise interact with us, we need information about the organisation to whom any grant will be paid. In giving this information we ask for information which constitutes personal data under the GDPR and, in submitting a grant application, you are giving us permission to hold and use the personal data you have recorded in your submission. This Privacy Notice explains how we collect, use, share and protect your personal data.
We may change this Private Notice from time to time and if we make any material changes, then we will make the updated Privacy Notice available to you on our website. The date on the top of this Privacy Notice indicates from when this Privacy Notice applies.
Whose personal data do we collect?
We only hold personal data about you if you are a representative of a current or prospective grant awardee or you are acting as a referee.
We do not collect personal data about any beneficiaries of any grant we may award.
What kind of personal data do we collect about you?
We ask for your name as “correspondent” together with an address, day and night telephone contact numbers and an email address. We also ask you for the name and contact details of an independent referee.
We recognise these are often the correspondent’s or referee’s personal/home telephone and mobile numbers and their personal email addresses.
We do not collect, or need, Sensitive Personal Information.
We collect the organisation’s name, charity number (if applicable) and current financial accounts for verification purposes.
We collect the organisation’s bank account details so that a grant, if awarded, can be paid directly into the organisation’s bank account.
How do we collect your personal data?
We collect your personal data and the organisation’s data when you provide it to us in an application form and related documents or when you provide it to us in correspondence and conversations with us.
Do we collect and use personal data about you from third parties?
We recognise that from time to time we may be given personal data from a third party so that we can use this to contact you to introduce you to the work of the Hadfield Trust.
How will we use your personal data?
The reasons for collecting and using your personal date will include but is not limited to:
To engage with you when talking about the Trust’s work, whether the organisation you represent meets the Trust’s criteria and charitable aims, what makes a successful application, acknowledging receipt of an application if you request such a receipt, raising queries about your application, advising the outcome of the Trustee’s decision and ensuring a smooth payment process.
To comply with any legal obligations or requests made to us by a statutory authority. A statutory authority may be, as an example, the Charities Commission or HMRC.
Who do we share your personal data with?
We will share your personal data for the purposes described in this Privacy Notice with our employees, member of the Advisory Panel and Trustees.
Where we share personal data with our service providers such as the banking service provider, external auditor etc we allow them to process it as controllers under their privacy notices solely for the purposes of providing their services to us, complying with their own legal obligations etc. but strictly in connection with the provision of their services to us and in accordance with the applicable laws.
We will never sell or share your personal information with other organisations.
How do we keep your personal data safe?
We take looking after your data and information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect your personal data and any information you send to us.
Unfortunately the transmission of information using the internet, and this includes email, is not completely secure. Although we will do our best to protect your personal data sent to us this way, we cannot guarantee the security of data transmitted to our email addresses or via any other internet-based means.
How long do we hold your personal data for?
We only keep it as long as is reasonable and necessary for us to fulfil statutory obligations.
We may hold the name of the organisation and non personal data for an indeterminate length of time.
What are your rights in relation to the personal data we hold about you?
You have various rights in respect of the personal data we hold about you and if you wish to exercise any of these rights please do so in writing using the contact details below.
Access – you have the right to request access to a copy of the personal information we hold about you, how it is used, who we are sharing it with, how long we keep it for;
Consent – if you have given us your consent to use personal data you can withdraw your consent at any time.
Rectification – you can ask us to change or complete any inaccurate or incomplete personal information held about you
Erasure – you can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it
Portability – you can ask us to provide you, or a third party, with some of the personal information we hold about you in a structured, commonly used, electronic form, so it can be easily transferred
Restriction – you can ask us to restrict the personal data we use about you where you have asked for it to be erased or where you have objected to our use of it.
We do not have any automated decision making
How can you contact us?
If you have any questions or concerns about our use of your personal data please contact us in writing at
The Hadfield Charitable Trust
The Hadfield Charitable Trust is registered with the Charity Commission and its registration number is 1067491.