When you make an application for a grant, we need to have some information about you in order to see if we can help. This is called “Personal Data”.
What we store:
Personal data is information that could be used to identity you as an individual, your circumstances and medical condition. This is the detail you give us on our application form which also gives the charity permission to make contact, if needed, with other people who understand your situation (for example your occupational therapist or care worker) and also permission to contact other organisations to see if they can provide extra help.
We store this information, which helps us assess your application and a record of any grant, in two ways:
- On our computer database which is password protected and holds minimal record of your name, address, age, disability and how much grant was given and when. No personal financial details are stored on this database. Unless we are told otherwise, this record stays live on our computer but is subject to review.
- On paper records such as your application form, letters, invoices for good or services. Paper records are archived after the grant has been claimed or after 6 months if the grant is not taken up. Archived paper records are destroyed after two years.
We will never pass on your information for commercial reasons but may use stored data for our internal research or publicity purposes. In the latter case we would only do so if we have your prior permission.
Why we store personal data:
The legal grounds for us holding your information are both for legitimate interest and your consent. Without this information we would find it impossible to process and consider grant applications as the charity has rules about who can be helped. We also need to keep information about our activities for audit purposes and because we are regulated by the Charity Commission, Companies House and HMRC.
If you believe there is a problem with the charity’s handling of your data, you can contact us at firstname.lastname@example.org in the first instance and you have a right to complain to the Information Commissioners Office (ICO) if you are not satisfied with our response. A full copy of our Data Protection Policy is available on request.
Updated January 2021