The Data Protection Act 1998 (the 1998 Act) places certain obligations on us to protect your personal data that we collect from you and only process it for specified purposes.
For the purposes of the 1998 Act, the data controller is Baron Davenport’s Charity of 5/7 Temple Row West, Birmingham, B2 5NY with Registered Charity No. 217307 (we, our, us).
Baron Davenport's Charity is not incorporated therefore its Trustees are collectively responsible for your personal data. Any reference to Baron Davenport’s Charity in this Privacy Notice includes a reference to the Trustees of the Baron Davenport’s Charity.
In this Privacy Notice you means individual whose personal data is processed in accordance with this Privacy Notice including, without limitation, the Applicant or the Referring Body (as defined below), as required by the context.
When anyone asks us for a grant we have to collect personal information about:
- the person for whom an application for a grant is being made or who will be the beneficiary of the grant (“Applicant”) and the circumstances surrounding the application in order to help our Trustees make a decision about whether to award that person the grant applied for;
- where it is a different person to the Applicant (Referring Body), the person who is making the application for a grant for the purpose of contacting that person about the application.
We are required under the 1998 Act to tell you the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. This Privacy Notice sets out the basis on which we will process your personal information.
For the avoidance of doubt, the terms of this Privacy Notice do not apply to data other than personal data, including, for example, data collected from you or provided by you about organisations.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
By visiting our website (www.barondavenportscharity.org) (our website) or by otherwise providing us with your personal data (either directly or through a Referring Body) you are accepting and consenting to the terms of this Privacy Notice.
We award three types of grant:
- Grants to almshouses, hospices and residential homes for older people, organisations that support children and young people and organisations that support older people;
- Twice yearly grants to individuals who meet the criteria set out by us in our guidelines; and
- Emergency grants to individuals who meet the criteria set out by us in our guidelines.
As set out in our guidelines available on our website, except in respect of grants made to organisations, some paper applications can be made by the Applicant directly however the majority of applications for a grant, including all applications for emergency grants and all applications made online will need to be made by a Referring Body on your behalf.
Where an application is made by a Referring Body, you are required to give that Referring Body your explicit consent to submit the personal data contained in that application on your behalf in order to enable us to process that personal data in accordance with that Privacy Notice.
If you do not agree with the terms of this Privacy Notice you must not make an application to us or otherwise provide us with your personal data.
Information that we collect from you or about you
We may collect and process the following personal data about you:
- Information you give us. You, or a Referring Body on your behalf and with your explicit consent, may give us information about you and any children you have by filling in forms on our website or by corresponding with us by phone, email, mail, in person or otherwise. This includes information you provide when you register to use our website, submit an application (including any supporting statement) to us for a grant, make enquiries about your application or about Baron Davenport’s Charity and when you report a problem with our website. The information you give us will depend on the type of grant applied for. We have set out below the information that we will require about the Applicant arising from the application for each type of grant and the information that we will require about the Referring Body making the application:
- Grants to organisations – name, address, telephone numbers, email address and job title of the individual at the organisation making the application;
- Twice yearly grants – name, address, email address, telephone numbers, date of birth, date of death of spouse, marital status, residency information, National Insurance number and financial information (including bank account details) about the Applicant. We may also require Sensitive Personal Data about the Applicant (please see below).
- Emergency grants - name, address, date of birth, marital status, residency information, National Insurance number and financial information about the Applicant. We may also require Sensitive Personal Data about the Applicant (please see below).
- In the event that a Referring Body makes an application on behalf of an individual, the Referring Body is also required to provide us with the name, address, telephone numbers, email address and job title of that individual at the Referring Body making the application.
- Sensitive personal data. The data that we request from you may include sensitive personal data. This includes information that relates to the mental or physical health, racial or ethnic origin and immigration status of any Applicant (which may include children’s data) (Sensitive Personal Data). By submitting a grant application or otherwise providing us with Sensitive Personal Data, you give us your explicit consent to process this Sensitive Personal Data for the purpose of dealing with your application and, where relevant, providing you with the relevant assistance, in accordance with this Privacy Notice.
How we use the information
We process the Personal Data of Applicants and any children for whom a grant application is made for the following purposes:
- providing you with information about your eligibility to apply for a grant;
- providing you with information about how to apply for a grant;
- administering your application for a grant;
- confirming that the information supplied is accurate;
- cross-checking against any applications received to check the application is valid;
- monitoring whether you continue to be eligible for a twice yearly grant;
- where you have been awarded a twice yearly grant, we use your financial information in order to pay that grant to you;
- the prevention and detection of crime;
- monitoring the ethnic backgrounds of grant applicants;
- maintaining records of the application and any awarded grants;
- for use in anonymised aggregated publicity material to show how Baron Davenport's Charity can assist others;
- keeping in contact with the beneficiaries of any grant both during and after the grant application process for the purposes specified in this Privacy Notice;
- to provide you with general information and updates about Baron Davenport’s Charity.
- Grant database. For the twice yearly and emergency types of grant, we hold a database of personal information about Applicants who have made applications for assistance. We hold this personal information for a period of six years:
- for accounting and reporting purposes;
- for administering payment of grant monies; and
- in some instances, we may use this database for the purpose of cross-checking against any applications previously received from you to assist in determining whether you meet our criteria set out in our guidelines for certain types of grant.
For grants to organisations, we hold a database of personal information about the individuals who have made applications on behalf of the organisation. We may hold this personal information for more than six years in order to monitor the number and value of grants given to each organisation.
Personal Data may be retained by the Trustees in accordance with this Privacy Notice whether or not an application is accepted or a grant is made.
Disclosure of your information
We may share your information with selected third parties including:
- our partners, suppliers, and sub-contractors to enable us to process your application and provide you with a grant;
- any third party that may be providing services to the Applicant or any other beneficiary of the grant (including related children) for example providing goods or services granted by the Trustees;
- our Trustees, including for the purpose of processing your application and making a decision about whether to award you a grant;
- Salesforce.org of 50 Fremont, Suite 300, San Francisco, CA, 94105, United States, for the purpose of their providing to us our cloud-based grant management system on which the personal information processed under this Privacy Notice will be stored. Salesforce.org will process that personal information in accordance with its Privacy Statement, available here: http://www.salesforce.com/company/privacy/ and its Security Statement, available here: https://trust.salesforce.com/. Please note that these policies may be subject to change at Salesforce.org’s discretion, and we do not accept any responsibility or liability for these policies;
- HMRC for the purposes of complying with legal requirements to notify HMRC of the tax residency of account holders. HMRC may then transfer your data to the government of another territory where relevant.
We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or to protect the rights, property, or safety of Baron Davenport’s Charity, our beneficiaries, our Trustees, or others.
This may include exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
Where we store your personal data
Where you have provided your personal data in hard copy format, this will be stored:
- in a paper based, locked and secure filing system in our offices;
- on a secure cloud-based grant management system;
- on our secure servers.
Where you have provided your personal data online, this will be stored:
- on a secure cloud-based grant management system; and/ or
- on our secure servers.
Where we have given you an Applicant ID which enables you to access certain parts of our website and cloud-based grant management system, you are responsible for keeping this ID confidential. We ask you not to share this ID with anyone outside your organisation.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
If you do not wish the Trustees to process your personal data for the purposes of marketing the activities of Baron Davenport's Charity, please write to us at Baron Davenport’s Charity, Portman House, 5/7 Temple Row West, Birmingham, B2 5NY or email firstname.lastname@example.org.
Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
You have the right to request that any inaccurate or out of date personal data be corrected. You can exercise this right by writing to us at Baron Davenport’s Charity, Portman House, 5/7 Temple Row West, Birmingham, B2 5NY or emailing email@example.com.
Access to information
The 1998 Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the 1998 Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.
Changes to our Privacy Notice
Any changes we may make to our Privacy Notice in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our Privacy Notice.
Questions, comments and requests regarding this Privacy Notice are welcomed and should be addressed to us at Baron Davenport’s Charity, Portman House, 5/7 Temple Row West, Birmingham, B2 5NY or emailing firstname.lastname@example.org.