When you make an application for a grant, we need to have some information about you in order to assess if we can help. The information you provide is called "Personal Data".
What we store
Personal data is information that could be used to identify you as an individual, your circumstances and medical condition. This is the detail you give us on the application form. By giving consent for us to hold your personal details to process your application, you give the charity permission to make contact, if necessary, with other people you have cited on your application (for example, your occupational therapist or care worker). Seeking a supporting statement from those who understand your situation enables us to make an informed decision. In giving your consent, you are also granting permission for us to contact other organisations to see if they can provide extra help.
We store your personal data in two ways:
- On our computer database, which is password protected and holds a record of your name, address, age, disability, and how much grant was given and when. No personal financial details are stored on this database.
- On paper. Paper records, including your completed application form, correspondence, and invoices for goods and services, are archived in a locked storage unity after the grant has been claimed, or after 6 months if the grant is not taken up. Archived paper records are destroyed after six years.
We will never pass on your information for commercial reasons but may use stored data for our internal research or for publicity purposes. In the latter case, we would only do so with your prior permission.
Why we store personal data
The legal grounds for us holding your information are both for legitimate interest and because you have given your consent. Without this information we could not process and consider grant applications as the charity is bound by its constitution regarding grant eligibility. 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 have a concern at any time about the charity's handling of your data, please contact us in the first instance at firstname.lastname@example.org You have the right to complain to the Information Commissioner's Office (ICO) if you are not satisfied with our response.
A full copy of our Data Protection Policy is available on request.
Updated January 2024