Introduction

The Trust is committed to data security and the fair, transparent and confidential processing of information provided by you to us. We process all personal data in accordance with the applicable regulations. The term “Personal Data” refers to personally identifiable information about you, such as your name, job role and email or mailing address. This Privacy Policy outlines our current practices; it also outlines how you can contact us or how to contact the relevant authorities in the event that you wish to report a concern about the way in which we process your personal data.

Please note that by submitting electronic personal data to us and/or by using our Website you give your consent that all such data may be processed by, and/or shared within C&GT, in the manner and for the purposes described within this policy.

Notification of Changes to This Policy

We are continually improving our methods of communication and adding new functionality and features to our website and to our existing services. Because of these on-going improvements, changes to legislation and progress in technology, our data practices will change from time to time. If and when our data practices change, we will notify you of the changes via this page. We therefore encourage you to check this Privacy Policy frequently.

Collection of Personal Data including email addresses

You may provide us with your Personal Data in order to receive information or services from us. We may request personal information about you such as your name, postal address, email address, telephone numbers and we may ask for information which enables us to provide the most appropriate support to you. The information we receive from you will be stored electronically in our database.

Where Personal Data is disclosed to us by third parties, it is the obligation of the disclosing party to ensure that all such data is disclosed with requisite authority and consent.

Use of Personal Data

We process your Personal Data and share your Personal Data with other members of C&GT, or others, only for specific and limited purposes. We ask only for data that is adequate, relevant and not excessive for those purposes.

The types of Personal Data the Trust we collect may include:

We generally require your title, name, address and contact details. At times we may require additional information to process a grant application, grant request or general enquiry to ensure we are able to offer you the most suitable support.

Additional purposes for personal data collection may include the following:

• To improve the content and design of our website.
• To contact partners (with their permission) to respond to feedback or case study requests.
• To comply with accounting processes and audit requirements.
• To contact you occasionally to inform you of changes within the Trust that may be of value to you.

If you would prefer not to be contacted, you are able to opt out and we will ensure that our details are removed from our database.

Anonymous data collected through this Website

In addition to the information we collect as described above, we use technology to collect anonymous information about the use of our website. This will help us to analyse detailed website traffic data and enables us to improve the website further by tailoring it to our visitor’s needs. This collective data is only used for statistical analysis and once used the data is removed from the system.

Data Retention

The Trust will retain personal data for as long as necessary to fulfil its purpose of collection, including for the purpose of complying with any contractual, legal or reporting requirement.

Data Security

The Trust has taken reasonable steps and appropriate security measures to protect your personal data from loss or destruction. In addition, we limit access to y our personal data to those trustees, administrators, contractors, agents or other third parties who have a business need to know. We have put in place procedures to deal with any suspected personal data security breach and will inform you and any applicable regulator of a breach where we are legally required to do so.

Disclosure of your Personal Data

We do not share your personal data with unrelated third parties, except under these limited circumstances:

• If you have applied for, or hold a grant with us, we will use the information you give us during assessment and during the life of your grant (if awarded) to administer and analyse grants. We may give copies of all or some of this information to individuals and organisations we consult when assessing applications, administering the programme, monitoring grants and evaluating funding processes and impacts. These organisations may include accountants and other organisations or groups involved in delivering the project.
  
  
• Unless you have given us your consent to the processing of your personal data in accordance with our Privacy Policy, we will not share or disclose this data to any unrelated third parties for their own marketing purposes.
  
  
• We may share or transfer the information in our databases to comply with legal or regulatory requirements.
• If false or inaccurate information is provided and fraud is identified, details will be passed to fraud prevention agencies.
  
  
• Law enforcement agencies may access and use this information.

Data Integrity and Security

We strive to maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our electronic systems. The security measures in place on our IT systems aim to protect the loss, misuse or alteration of the information you provide to us. We retain any personal data only for as long as reasonably necessary for the purposes for which it was collected or to comply with any applicable legal or regulatory requirements.

Data Access

You have the right to request a copy of the persona data we hold about you by contacting us via email or in writing. Please include with your request information that enables us to verify your identity. We will respond to any such request within 30 days (occasionally it may take a little longer if your request is particularly complex or if you have made a number of requests. In this case we will notify you and keep you updated. You do not have to pay a fee to access your personal data but we may charge a reasonable fee if your request is unfounded, repetitive or excessive. Alternatively, we reserve the right to refuse your request in these circumstances. 

If you wish to make a subject access request, please contact us via email admin@candgtrust.org.uk or write to us at:

Trust Administrator

Congregational & General Charitable Trust Ltd

PO Box 1111

Lincoln, LN5 0WJ

Right to be forgotten

The Trust recognises the right to erasure, also known as the right to be forgotten, as outlined within the GDPR. If you wish to exercise this right, we request that you contact us with the request for removal or deletion of personal data. We will act on this providing there is no compelling reason for continued processing and that the exemptions as set out within the GDPR do not apply. These exemptions include where the personal data is processed for the purpose of defence of legal claims and to comply with a legal obligation for the performance of a public interest task or exercise of local authority.

Governing Law

This Privacy Policy also forms part of our Website Terms of Use and as such shall be governed by and construed in accordance with the laws of England and Wales. You agree to submit any dispute arising out of your use of this Website to the exclusive jurisdiction of the courts of England and Wales.

Feedback

We welcome constructive feedback. If you have any comments about this Privacy Policy please contact us at admin@candgtrust.org.uk. You also have a right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues at any time. The ICO contact details are as follows:

Information Commissioner’s Office

Wycliffe House 

Water Lane

Wilmslow

Cheshire

SKP 5AF

Policy Review

This policy is reviewed annually by the Trustees to ensure it remains legally compliant and changes may apply from time to time. All policy changes will be itemised within the relevant Trustee Board Meeting Minutes showing a true record of the changes agreed and adopted.

Congregational and General Charitable Trust Privacy Policy