Privacy Notice
1. Introduction
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Nevill’s Workhouse Educational Foundation (“the Foundation”, “we”) is committed to protecting your personal data, and to compliance with all relevant data protection legislation, including, but not limited to, the Data Protection Act 2018, UK GDPR, the Privacy and Electronic Communications (EC Directive) Regulations 2003, and in some circumstances EU GDPR.
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We are the data controller for your information.
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If you have a question or concern about this notice or how we handle your personal data, please contact us by email at thenevilletrust@gmail.com, or by post at Acclom House, Well, Bedale, North Yorkshire, DL8 2QF.​
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This notice applies to personal data collected and held about current, former and prospective grant applicants and recipients (“you”).
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The purpose of this notice is to describe how and why we collect, use and share personal information about you, and to inform you of your data protection rights.
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​2. What personal data we may collect
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Basic details – including name, address, email, phone number, signature.
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Personal details – including information about your education and academic achievements; professional activities and employment; lifestyle, family and social circumstances.
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Grant details – including why you are requesting a grant, the grant amount & bank details for payment if the application is successful.
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Monitoring – including information about, and records of, our relationship with you including correspondence, meeting notes, and feedback.
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Special Category – we do not usually ask for special category data, but you may provide us with such information (e.g. if you have a disability).
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3. How we collect data
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We usually only collect personal data directly or indirectly from applicants – e.g. application form, progress reports, supporting documents, correspondence, and meetings.​
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4. Why we process your data
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To process your application and manage our relationship with you:
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To contact you regarding your application, and any subsequent grant, and to reply to any questions, suggestions, issues or complaints you have contacted us about;
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To review and assess grant applications/proposals and award grants effectively;
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To manage and keep records of the grant application process.
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To process grant payments due to you;
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To monitor grant progress through reports;
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To provide you with information from time to time about relevant grant opportunities; and
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To notify you about changes or updates to our activities, policies or funding processes.​
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To comply with our legal obligations:
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To investigate and deal with complaints, safeguarding issues, negligence or dishonesty;
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To maintain administrative and statutory records so we can comply with applicable laws and regulations, and requests from statutory agencies (e.g. HMRC, Charity Commission).​
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To record and analyse information about our activities:
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For research, reference and archival purposes, including to inform our grant making policy and help us understand who and what we have funded; and
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To monitor and evaluate the impact and effectiveness of our grants.
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5. Our lawful basis for processing your data
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Depending on the processing activity, we will usually rely on the following lawful bases:
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To comply with our legal obligations and regulatory requirements;
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To pursue our legitimate interests (which include furthering our charitable objectives), or those of third parties, provided your interests and rights do not override them;
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We have obtained your consent or you have already made the information public;
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For archiving, research or statistical purposes; or
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It is needed in the public interest or for official purposes.
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Where we process special category data, we will only do so in accordance with one of the additional lawful grounds for processing that type of data, e.g. if we have explicit consent.
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6. How we handle and protect your data
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Data storage and security
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Data is stored in physical and electronic forms in a range of places, including on your application record and in I.T. systems (including our email system and cloud-based services).
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We have reasonable technical and organisational measures to safeguard your data, e.g. our personal devices are password protected and paper records are kept in secure cabinets. We take steps to ensure any third parties keep personal data they process on our behalf secure.
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We don’t routinely transfer personal data out of the European Economic Area, but if this were necessary, we would take reasonable care to ensure that adequate safeguards were in place. By submitting your personal data, you agree to this transfer, storage and processing.
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N.B. We cannot guarantee the security of any personal data which is transferred from/to you via the internet, and any data transmission is at your own risk.
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Data sharing
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Your information will be shared internally where necessary or where required by law.
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We may also sometimes share your information:
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With trusted service providers (e.g., financial and legal advisors) who are authorised to work on our behalf and are subject to contractual obligations;
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If you have agreed that we may do so; and
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As required or permitted by law (e.g., with HMRC or the Charity Commission).
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Where we do share information with third parties we take reasonable steps to ensure that such processing is subject to appropriate security measures.
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We also share anonymous and aggregated grant details on our website and with relevant stakeholder groups.
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Data retention
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We will retain your personal data for as long as necessary to fulfil the purposes we collected it for, taking into account legal, accounting, and reporting requirements.
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We expect to keep your data for as long as we have a relationship with you or until we no longer need it. This means we will usually delete or anonymise your data 10 years after our last contact with you.
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7. Your rights
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Under certain circumstances you have the right to:
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Request a copy of your personal data and information about how it is processed;
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Request that anything inaccurate in your personal data is corrected;
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Request the transfer of your personal data to you or a third party;
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Raise an objection about how your personal data is processed;
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Request that your personal data is erased if we no longer have justification to retain it;
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Ask that the processing of your personal data is restricted; and
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Withdraw consent if we are relying on consent to process your personal data.
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To find out more, visit the Information Commissioner’s Office website on individual rights.
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To exercise any of these rights, please send a written request to thenevilletrust@gmail.com or Acclom House, Well, Bedale, North Yorkshire, DL8 2QF.
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We may request specific information from you to help us confirm your identity.
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We reserve the right to charge a fee where permitted by law, e.g. if your request is manifestly unfounded or excessive.
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You also have the right to lodge a complaint with the Information Commissioner’s Office, if you believe that we have not complied with your data protection rights. further information can be found on their website at www.ico.org.uk or via their helpline on 0303 123 1113.
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8. Other matters
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Failure to provide information – if you fail to provide us with information when requested, we may not be able to process your grant application or award, or we may be prevented from complying with our legal obligations.
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Change of purpose – we will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If we need to use your information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.
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Safeguarding – we provide grants to children and young people and we may provide grants to vulnerable adults. We will not use or disclose personal information regarding children or young people without the agreement of the child or young person and prior consent of their parent or guardian.
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Changes to this notice – we will regularly review this notice to ensure it is accurate and up to date and will provide you with a new privacy notice if we make any material changes. From time to time we may notify you about the processing of your personal data in other ways. This privacy notice was last updated on XX August 2022.