Privacy Policy

This Privacy Notice is provided to you by The Elizabeth Allen Trust (“the Trust”) which is the data controller for your data.

 

Other data controllers The Elizabeth Allen Trust works with:

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• Schools, colleges, universities

• Local authorities

• Community groups

• Charities

 

We may need to share with them your personal data that we hold to process your application to the Trust for a grant.  If we and the other data controllers listed above are processing your data jointly for the same purpose, then the Trust and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data.  Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise your rights (see below) or wish to raise a complaint you should do so directly to the relevant data controller. 

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A description of what personal data the Trust processes and for what purpose is set out in this Privacy Notice. 

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The Elizabeth Allen Trust will process some or all of your following personal data where necessary to perform its tasks:

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• Names, titles, and aliases, photographs of members or employees of your organisation.

• Contact details such as telephone numbers, addresses, and email addresses.

• Where you provide them to us, we may process information such as gender, age, nationality, education/work history, academic/professional qualifications of members or employees of your organisation.

• Non-financial identifiers such as passport numbers, driving licence numbers, taxpayer. identification numbers and national insurance numbers of members or employees of your organisation.

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The Elizabeth Allen Trust will comply with data protection law.  This says that the personal data we hold about you must be:

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• Used lawfully, fairly and in a transparent way.

• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

• Relevant to the purposes we have told you about and limited only to those purposes.

• Accurate and kept up to date.

• Kept only as long as necessary for the purposes we have told you about.

• Kept and destroyed securely including ensuring appropriate technical and security measures are in place to protect your personal data and to protect personal data from loss, misuse, unauthorised access and disclosure.

 

 

We use your personal data for some or all of the following purposes:

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• To process your application for a grant.

• To enable Trustees to consider all aspects of your application and make a decision about your application.

• To confirm your identity.

• To contact you by post, email, telephone.

• To obtain references to support your application if the Trust considers they will assist in determining your application.

• To enable the Trust to satisfy all requirements of the Charities Commission.

• To maintain the Trust’s accounts and records.

• To seek your views, opinions or comments.

• To send you communications that may be of interest to you.  These may include information about other charities or grants available.

• To process relevant financial transactions including grants paid to applicants.

• To prevent fraud.

• To allow the statistical analysis of data so the Trust can plan the provision of grants.

 

 

What is the legal basis for processing your personal data?

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The Trust may process personal data if it is necessary for the processing of an application for a grant to enable the Trustees of The Elizabeth Allen Trust to carry out their duties as required by the Charities Commission.

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Sharing your personal data

 

This section provides information about the third parties with whom the Trust may share your personal data.  These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data.  It is likely that the Trust will need to share your data with some or all of the following (but only where necessary):

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• The data controllers listed above under the heading  “Other data controllers the Trust works with”

 

 

How long do we keep your personal data?

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The Trust will keep some records permanently if we are legally required to do so.  We may keep some other records for an extended period of time.  For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC or Charities Commission audits.  In general, the Trust will endeavour to keep data only for as long as we need it.  This means that we will delete it when it is no longer needed.

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Your rights and your personal data

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You have the following rights with respect to your personal data:

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When exercising any of the rights listed below, in order to process your request, we may need to verify identity for your security.  In such cases we will need you to respond with proof of identity before you can exercise these rights.

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1. The right to access personal data the Trust holds on you

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• At any point you can contact the Trust to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from.  Once we have received your request we will respond within one month.

• There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.

 

 

2. The right to correct and update the personal data we hold on you

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• If the data we hold on you is out of date, incomplete or incorrect you can inform us and your data will be updated.

 

 

3. The right to have your personal data erased

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• If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.

• When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need to comply with a legal obligation).

 

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4. The right to object to processing of your personal data or to restrict it to certain purposes only

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• You have the right to request that we stop processing your personal data or ask us to restrict processing.  Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.

 

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5. The right to data portability

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• You have the right to request that we transfer some of your data to another controller.  We will comply with your request, where it is feasible to do so, within one month of receiving your request.​

 

 

6. The right to withdraw your consent to the processing at any time of any processing of data to which consent was obtained

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• You can withdraw your consent easily by telephone, email, or by post (see Contact details below).

 

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7. The right to lodge a complaint with the Information Commissioner’s Office

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• You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Whycliffe House,  Water Lane, Wilmslow, Cheshire SK9 5AF.

 

 

Further Processing

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If we wish to use your personal data for a new purpose not covered by this Privacy Notice then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.  Where and whenever necessary, we will seek your prior consent to the new processing.

 

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Contact details

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Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:

 

The Elizabeth Allen Trust

PO Box 1180

St Albans AL1 9XP

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clerk@elizabethallentrust.org.uk

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The personal information requested on this form and other information obtained relating to your application for a grant will be used in confidence by the Trustees of The Elizabeth Allen Trust to enable them to carry out their duties as required by the Charity Commission.