Privacy Policy

Privacy Policy for the Provincial walsh trust/bolton

Introduction

Provincial/Walsh Trust for Bolton (PWTB) is a charitable trust that administers grants to individuals, community groups, and charities, and is run by volunteer trustees. The processing of the data is carried out by PWTB.

We respect your privacy and are committed to maintaining the safety and security of your personal data.

This policy outlines how and why we collect and use the personal data you provide to us; how it is processed and for what purposes. The policy and processes are established and maintained in line with the principles in the General Data Protection Regulations (GDPR) 2018.

Please note that for the purposes of the legislation, the PWTB is known as the “data controller”, and is therefore responsible for what happens to the data you provide.

Your personal data

Personal data relates to a living individual who can be identified from the data.

Identification can be by the information alone, or in conjunction with any other information in the data controller’s possession, or likely to come into such possession. The processing of personal data is governed by the GDPR.

What type of personal information do we collect?

We collect details of the name of individual(s)/organisation(s), contatc person, contact/organisation postal address, contact telephone number, contact email address and other information relating to the indivdiual(s) and/or organisation(s) concerning the application for grant funding. If you are successful in being awarded a grant, we also collect bank details in order for the grant to be paid.

Our legal basis for processing the information

By submittig an email or any application form online or otherwise, you have consented to us contacting you in response to the contact/application and using your details for that purpose. PWTB is also guided by the rules of the Charity Commission, and we are required to retain the personal data relating to applications for a period of six years, as well as the current financial year.

We will use this data to manage your application and to communicate with you/your organisation about your application and provide them to the Trustees, so that the application can be considered for funding.

We need to be able to consider, review and record your details for the grant to be administered, managed and paid, and for us to contact you about the grant.

In addition we use the data to report and analyse our grant giving on an anonymised basis for our own research purposes. This may include information you provide as part of your application, and as a result of any due diligence we undertake during the life of the grant.

If the Trust does approve a grant to your organisation, the Trust may use the fact that your organisation has received a grant in publicity surrounding the Provincial/Walsh Trust Bolton; in order to seek future applications. The Trust would not, however, use information about individuals in any publicity.

If we wish to use your personal data for a new purpose, not covered by this policy then we will provide you with a new notice, explainig 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.

PWTB does not require a use to submit information to browse the site. The only users who are required to submit contact information are those who wish to be authorised submitters on behalf of their organisation or self, or users who wish to receive information directly from the PWTB.

When you browse, read pages or download information on the Provincial/Walsh Trust Bolton, we automatically gather and store certain technical information about your visit. This information will never identify who you are.

How do we collect this personal data?

You provide this information when you apply to the PWTB for a grant or in correspondence/telephone calls with PWTB. It is retained in online secure storage.

How do we process your personal data?

PWTB complies with its obligations under GDPR by keeping personal data, up-to-date; by storing, and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure, and by ensuring that appropriate technical measures are in place to protect personal data.

How do we keep information safe?

PWTB understands the importance of the safety and security of your personal information and takes appropriate steps to safeguard it.

Your information is stored in a secure online database. This is held on a dedicated (rather than shared use) fileservers, and we regularly review all provisions to ensure security and what we have is fit for purpose.

We are committed to protecting the security of your personal data, which is held in a secure place, under password protection in the United Kingdom, in accordance with current legislative requirements, industry standards and technology. The information will be store alphabetically within the Secretary’s Computer under the date of the appropriate meeting. When the applications are made offline, the application form can be scanned and saved in the appropriate data. All paper copies will be destroyed after the applications have been dealt with at the appropriate meeting.

Once your personal data is received we store it as set out in this Policy. Financial information you provide through the Site is also encrypted for additional security.

We cannot guarantee the complete security of our databases, nor that the information you supply will not be intercepted while being transmitted to us over the internet. No data transmission over the Internet can, however, be guaranteed to be 100% secure. So, whilst, we strive to safeguard your information, we cannot guarantee the absolute security of any information you provide online and you do this at your own risk.

Sharing your personal data

PWTB will not sell, distribute or lease your personal information to third parties. The Trustees and the Secretary will have access to and use this data to communicate with you about your application or your grant award and other trust matters. This data is also shared with the accountants/financial advisors/auditors, in order for our accounts to be assessed and approved. These persons also abide by the data protection policies and your data will be treated confidentially.

PWTB may also disclose your personal information if required to do so under any legal obligation, and may use external data for the purposes of fraud, prevention and credit risk reduction, or where doing so would not infringe upon your rights, but it is necessary and in the public interest. Other than this, PWTB will not share you information with other organisations without your consent.

We may disclose your personal information as follows:

The applications are circulated to the Trustees. The application forms are emailed to the Trustees so that they may have an opportunity of examining them prior to the meeting. Once the meeting has been held, any printed forms or those attached to emails are destroyed. Only the scanned copies are retained and store securely on a server.
The information store will be limited to: Secretary, Chairperson, Treasurer.
If we are under a duty to disclose or share your personal data to comply with any legal obligations, or to enforce or apply our terms of use and other agreements.
To protect our rights, property or safety of Trustees and applicants. This may include exchanging information with other companies and organisations for the purposes of fraud protection and credit risk protection. Where we share your personal information with third parties we will take reasonable steps to ensure that it is properly protected and processed in accordance with this Policy

Keeping your information up-to-date

It would be appreciated, if you could let us know if your contact details change. You can do this by contacting PWTB via the Secretary on secretary@pwtb.org.uk

How long to we keep this information?

You (and any parent/guardian of a minor) has the right to request that we remove your application and/or delete your personal information from our database. We will make all reasonable efforts to comply with this request. However, it may not be possible to delete every entry without some delay and without retaining some residual personal information because of backups and records of deletions (including ensuring we no longer communicate with you) or because we are required to retain personal information for other lawful requirements.

As a charity, we are required by the Charity Commission to retain information for the year you applied for a grant and for a further six years. We will destroy securely all details are that period of time.

If you are dissatisfied with our response to any of your data privacy concerns you have the right to raise this with the Office of the Information Commissioner at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (https://ico.org.uk).

Cookies

This site uses cookies. A cookie is a small file containing an identity code. With your consent, your computer accepts the cookie and stores it. When you next visit the Site, the code is retrieved, allowing an individual visitor or computer to be recognised. Full information on which cookies we deploy is available in our Cookie Policy.

We are not responsible or liable for the content, privacy policies or services offered by websites other than the Site, including those which links from the Site. We encourage you to read and familiarise yourself with the Privacy Policies, Terms & Conditions and/or any other notices on other Websites you visit.

Children and Young People

We realise and understand that children and young people under 18 (“minors”) may visit the Site, or otherwsie interact with you.

It is our policy:

To encourage all minors to consult with their parents or legal guardian(s) before submitting any content or information to use.
Users of the site, who indicate they are a minor may be asked to provide a valid email address for their parent or guardian so that we may verify parental consent, where required
Not to use (or pass to any third party) personal information on persons known to be minors for any commercial purposes.

Parents or legal guardians should supervise minors when online and we recommend parental tools be put in place. Any minors using the Site and services offered are confirming that they have received the consent of their parent/guardian to do so.

Your rights

Under certain circumstances, you have the right under data protection laws in relation to your personal data. These rights are listed below:

Request access to your personal data
Request correction of your personal data (we encourage you to update your personal information promptly if it changes)
Request erasure of your personal data
Object to processing of your personal data
Request restriction of processing your personal data
Request transfer of your personal data
Right to withdraw consent
Right to complain to the Information Commissioner

All requests set out in this section or other queries relating to this policy should be addressed to PWTB, via the Secretary. Please include your name, address and/or email address when you contact us.

You have the right to see a copy of the information that we hold about you. There will be no charge towards the cost of administering the request you make. The data will only be made available, within 28 days, at the request of the applicant and where the applicant is a charity, at the request of its secretary.

You also have the right to ask that we stop contacting you by contacting us on the address above. Please note that if you opt-out, this may have an impact on your grant application.

You (and any parent/guardian of a minor) have the right to request that we remove your application and/or delete your personal information from our database. We will make all reasonable efforts to comply with this request. However, it may not be possible to delete every entry without some delay and without retaining some residual personal information because of backups and records of deletions (including ensuring we no longer communicate with you) or because we are required to retain personal information for other lawful requirements.

Whilst we endeavour to adhere to your wishes, please be aware that we may not be able to delete your data if there is a legal obligation to retain it; this includes where financial or other data must be retained for six years or where data must be retained to enable us to defend our legal rights. We will inform you on the basis of any such decision not to delete your data, as appropriate.

Changes to this Privacy Policy

The Privacy Policy may change from time to time and you should check the website on a regular basis to see any updates or changes to the policy.