This notice explains how the Governors of the Charity (the Trustees) use and protect the personal information that they hold about grant applicants and beneficiaries of the Charity. 

Contact details for the Trustees are set out at the end of this notice. The Trustees change from time to time, but you can find out the names of the current Trustees by using the contact details at the end of this notice.

The Trustees are a "controller" for the purposes of the data protection regulations.  The data protection laws are set out in the Data Protection Act 2018 (as amended) and the UK General Data Protection Regulations (UK-GDPR).  We refer to both the current and any subsequent data protection laws and regulations as the “Data Protection Regulations” in this privacy notice.

What is personal information?

Personal information broadly means information that identifies (or which could, with other information that we hold or are likely to hold, identify) a living individual. 

This includes any information provided to us by you or on your behalf in relation to your application for a grant from the Charity.

What types of personal information might we hold about you?

We will collect and process the information about you that you provide by filling in our online grant application form and / or as a result of you corresponding with us by telephone, email or otherwise and / or at any interview which we may have with you.  We may also collect and process information about you that has been provided to us in any other way.

We may hold and process any or all of the following personal information about you:

·   personal details such as your name, gender, age, date of birth, contact details (e.g. your address and postcode, email, telephone and mobile numbers), and identifiers such as your National Insurance number, passport or other such details (where applicable);

·     details of your educational career, qualifications, family, lifestyle and social circumstances; 

·      employment details (if applicable) such as your length of service, employment and career history and job responsibilities;  

·       other financial details such as about your income, other financial arrangements, bank account details (e.g. to process any grant payments) and tax code; 

·       information about your physical or mental health (but only where there is a legal basis for the processing of such data under the Data Protection Regulations – see below).

Why do we hold this information?

We hold this information because we need it in order to be able to administer the annual grant application process organised by the Charity.  Without your personal information, we cannot consider a grant application from you.  

We may use unique identifier information, such as your passport details or National Insurance number, for the purposes of verifying your identity.

In some instances, we may need to hold and process information relating to your physical or mental health, for example if you are applying for a grant on grounds of ill-health.  We will ask for your explicit consent to this, unless there is an alternative legal basis for processing this information under the Data Protection Regulations. Once you have given your consent, you can withdraw it at any time by writing to us using the contact details below.

Using your information in accordance with the Data Protection Regulations

The Data Protection Regulations require us to meet certain conditions before we are allowed to use your personal information in the way described in this privacy notice. 

We rely on a condition that allows us to use your personal information to comply with our legal obligations in relation to the Charity. We also rely on a condition known as 'legitimate interests' in order to use this information in the way described in this privacy notice.  We have legitimate interests to collect and process your personal information as we need this to consider the grant application submitted by you to the Charity. 

We will keep the amount of personal information collected and the extent of any processing to the minimum.

We will only process ‘sensitive’ or ‘special categories' of personal information under the Data Protection Regulations (e.g. information about your health) where you have explicitly provided this to us.  We do not normally expect this information to be provided to us as part of our grant application process but if you do provide it we would need your express consent to our processing this information. Once you have given your consent, you can withdraw it at any time by writing to us using the contact details below.

What do we do with the information?

We may use your personal information for a number of purposes relating to the administration of the Charity, including the following:

·    to review and consider your grant application to the Charity and dealing with any queries that you have about this;

·    for internal record keeping;

·    complying with our legal obligations, any relevant industry or professional rules and regulations or any applicable voluntary codes;

·     complying with demands or requests made by any relevant regulators, government departments and law enforcement or tax authorities or in connection with any disputes or litigation.

How long do we keep your information for?

We will hold your personal information on our systems for as long as is necessary for the Charity in connection with the grant application process.  

If your grant application to the Charity is unsuccessful we will delete your personal information from our systems within three months following the Trustees having made that decision.

If your grant application is successful we will retain your personal information on our systems for a maximum period of six years from the date of payment of grant in case there are any subsequent queries about your application to the Charity.

Who do we share the information with?

Where appropriate for the purposes of administering the Charity, we may share your information with: 

·      the Clerk to the Charity, which is currently David Reith.  The Clerk uses the information to administer the Charity on behalf of the Trustees, including arranging the payment of grants;

·      the Charity's professional advisers, investment managers, its independent examiner of the annual accounts and other service providers;

·      regulators, government departments, law enforcement authorities, tax authorities and insurance companies;

·       any relevant ombudsman, dispute resolution body or the courts;

·       any other relevant third party service provider.

Some of these entities may also be controllers under the Data Protection Regulations. However, in the first instance you should contact the Trustees using the contact details below if you have any queries.  

Where we store your personal data

The data that we collect from you will usually be stored inside the UK or the European Economic Area (EEA). 

However, if you live or work outside of the UK or the EEA, we may need to transfer your personal data outside of the UK or the EEA to respond to any queries that you may have.  Where this applies, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

Your rights in relation to your personal information 

The accuracy of the information that we hold about you is important to us.  If any of the information that we hold is inaccurate or out of date, please let us know using the contact details set out at the end of this notice.

You have a number of rights under the Data Protection Regulations in relation to the way we process your personal data, namely:

·    to access your data; 

·    to have your data rectified if it is inaccurate or incomplete;

·    in certain circumstances, to have your data deleted or removed;

·    in certain circumstances, to restrict the processing of your data;

·     a right of data portability, namely to obtain and reuse your data for your own purposes across different services;

·      to object to direct marketing including profiling (but we do not carry out direct marketing);

·      not to be subject to automated decision-making (including profiling), where it produces a legal effect or a similarly significant effect on you; and

·       to claim compensation for damages caused by a breach of the Data Protection Regulations.

If you wish to exercise any of these rights, please contact the Clerk at the address below.  

We will aim to respond to any request received from you within one month from your request.  Access to your data will usually be provided free of charge, although in certain circumstances we may make a small charge where entitled to do so under the Data Protection Regulations. 

Please note that we may be unable to delete or remove your data whilst we still need this to administer the grant application process administered by the Charity – see the section 'How long do we keep information for?' above.

Any complaints?

If you are not happy with the way in which your personal information is held or processed, please contact us using the details below. You also have the right to complain about data protection matters to the Information Commissioner's Office (ICO). 

The ICO is the UK's independent body set up to uphold information rights.  You can find out more about the ICO on its website (https://ico.org.uk/).  The ICO can be contacted by calling 0303 123 1113.  

Changes to this privacy notice

This privacy notice is current as at December 2023.

We keep our privacy notice under regular review, and may change it at any time.  We will tell you about any significant changes.  

Contact us

If you have any queries about this privacy notice, or wish to exercise any of the rights above, or have any other questions about the Charity or wish to know the names of the Trustees of the Charity, please contact the Clerk at the address below. 

David Reith - Clerk to the Trustees

Clark (Mile-End) Bursary Fund

E-mail: clarkmileendfund@gmail.com