What is Personal Data
Personal data relates to a living individual who can be identified from that data. The processing of personal data is governed by the General Data Protection Regulation (GDPR) which came into effect in May 2018.
Who we are and why we need your information?
The Rothley Trust exists to provide grants that can make a difference and add value to the lives of local people and their communities. We are a charitable trust that uses the income from a sum of money made available from Mungo Campbell in 1957 to make grants to charitable organisations operating in Northumberland, Tyne and Wear, County Durham, Hartlepool and Stockton areas. In a typical year we make awards of circa £250,000 with an average grant of £1,000. It should be noted that we do not make grants to individuals.
Whose data do we collect
The data we hold are of those organisations, charities, local groups and others who apply to the Rothley Trust for grants on behalf of their organisations. We collect information about you when you contact us or make a general enquiry by email or letter. This may include anything from your contact details to financial information about your organisation.
How do we collect your data
All information we may hold about you has been provided directly to us by you, or by an organisation supporting you with your consent.
Occasionally we may collect data from someone else who may consider that your organisation could benefit from a grant from the Rothley Trust. Examples may be when other organisations organise Funding Fairs where they match your needs to potential funders. We may also use publicly available sources such as Companies House, the Charity Commission and public and social media.
What information do we collect?
- The name and contact details of your charitable organisation
- Postal address, telephone number, email address, website address.
- Details about any grant which was made and any other information we need to assess a grant.
- Appropriate information supplied in the grant application that relates to the beneficiaries of the grant.
What we use your personal data for
We use your personal data for the following purposes:
- To enable us to process applications for grants.
- To enable us to respond to your requests for information about our criteria regarding your eligibility for a grant.
- To provide general information requested by you, for example timing of Trustee meetings and other matters that may assist you in preparing your grant application.
- Internal record keeping as required by the Charity Commission and other governing bodies.
- To help improve our services.
Protecting your Data
We keep your data secure in our database with appropriate security mechanisms in place and in our cloud-based grant making software. Our policy is not to share your data with anyone else or any other organisation, unless it is necessary for the purpose for which you have given the data for example:
- When we are in contact with other trusts at your request, such as when you may have already applied or intend to apply for a grant from them.
- We will share information on grant applications with trustees.
- We will publish data in our annual review and accounts on grant recipients for groups/organisations stating the amounts, name of recipients and grant category.
- We will not publish any information on our website without your specific agreement.
We retain hard copy data for seven years as required by the Charity Commission and other authorities. Hard copy data will be destroyed safely and securely. All reasonable and practical efforts will be made to remove data stored digitally.
The law requires us to tell you the basis on which we process your data.
If the law requires your consent to process data in a certain way then we will obtain it before carrying out that activity.
In other cases, the law allows us to process data if it is in our legitimate interest to do so, but only if we need to and your “interest or your fundamental rights and freedoms are not overriding”. In practice this means we check that we will not cause you harm by processing your data in a manner that is not overly intrusive.
The law requires us to tell you that you have a variety of rights about the way we process your data such as:
- When on specific occasions our use of your data requires consent, you may withdraw this consent at any time.
- When we rely on our legitimate interest to process data your may ask us to stop doing so.
- You may request a copy of the data we hold about you.
- If you are not satisfied with the way have processed your data, you can contact the Office of the Information Commissioner at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
If we change this policy, which we may do occasionally, this page will be updated as appropriate. To ensure you are happy with any changes, you should check this page from time to time.
Links to other websites
This website may include links to third-party websites. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
If there are any questions about this privacy notice you can contact us at:
Gillian Allsopp, Trust Secretary, The Rothley Trust, MEA House, Ellison Place. Newcastle upon Tyne. NE1 8XS. Telephone No: 0191 2327783 e-mail: firstname.lastname@example.org