1. How information about you will be used

We use information about you in order to assess an application you have made for a grant and to contact you in relation to your application.

We use your information based on either your consent, or because it is necessary to assess the grant you have requested, or because we have a legitimate interest in using your information in such a way.

You do not have to provide information to us, however we may not be able to carry out the charity’s function you requested if you do not provide all or part of the information we request. We will not request more information than we believe is required.

2. What type of information do we process?

Name, email address, phone number, postal address, income information, bank account information, answers to our application forms and any other transactional and financial information required to assess the grant you have requested.

Information is obtained either from you or a third party where you have directed us to contact them.

3. Who can access your information?

We will process your personal data in accordance with applicable law and professional regulations in your jurisdiction.

We will not transfer your personal data to third parties unless we have your permission or are required by law to do so.

The Clerk to the Trustees manages the information you provide in your application; presents this information to the Trustees who determine whether or not to make an award.

4. Data retention

Your personal data will be retained in compliance with privacy laws and regulations and will not be retained for longer than required.

Whether or not we make a grant to you, our policy is to retain your information for 7 years after your relationship with us ends, after which it will be deleted and paper records will be confidentially destroyed.

5. Security

We are committed to making sure your personal data is secure. To prevent unauthorised access or disclosure we have measures to safeguard and secure your personal data and are obliged to respect the confidentiality of your information and meet the standards of European data privacy law.

6. Your rights

You are legally entitled to request details of the personal data we hold about you.

You are entitled to confirm your personal data is accurate and current. You can request rectification, erasure, restriction of processing or a readily portable copy for your personal data by contacting the Clerk to the Trustees (address on application form) or sending by email to [email protected].

7. Complaints or requests

If you are concerned about an alleged breach of privacy law or any other regulation, contact, in writing, the Clerk to the Trustees( address on application form) although if your request is made more than a few months after your application, you should check that our correspondence address has not changed by visiting the Charities Commission web site and searching for the Charlton Kings Relief In Need trust details. On receiving your complaint or request, we will investigate and provide information about how it will be handled and resolved.

If you are not satisfied with how we resolved your complaint, you have the right to complain to the UK’s data protection regulator, the ICO.

May 2018