We take your privacy seriously. Information abou how we do this is given in the policy below. If you have any further questions about how we use your data, please get in touch with us at

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Privacy Policy 


This privacy policy sets out how The Gillian Stevenson Charitable Trust CIO uses and protects any information that you give us. 


As a grant-giving organisation, the Gillian Stevenson Charitable Trust CIO (GSCTCIO) has no need or interest in contacting those on its database outside of the grant application and grant monitoring processes, which only apply for the duration of that request or grant. Applicants are requested to provide GSCTCIO with their contact information when applying for a grant so that due diligence can be conducted by the Trustees of GSCTCIO during the grants panel consideration process. No-one other than GSCTCIO Trustees have access to this information and it will never be used for marketing purposes or sold to any external person or organisation. Applicants are encouraged to only provide contact and project details that are publicly available – e.g. on the charity’s website. Any records containing personal information made by GSCTCIO Trustees during the grant application and grant monitoring process are archived securely once the grant has come to an end. 


GSCTCIO may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from November 2022. 


Who we are 

GSCTCIO is a Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR). This means that GSCTCIO is responsible for and controls the processing of your personal information. 


How we collect information about you 

Grant applications 

You may have included personal information within a grant application or to provide feedback on a grant received. If so, you are responsible for confirming you have the written agreement and permission of any individuals identified, to pass their personal information to GSCTCIO. We will use this information only for the purposes of assessing your application, managing or monitoring any grant awarded and related administration purposes. 


Third Parties 

Our application forms are submitted using Jotform who act as a data processor. Jotform is UK GDPR compliant. More information can be accessed on their website

Our grant agreements are signed and submitted using PandaDoc who act as a data processor. PandaDoc is GDPR compliant. More information can be accessed on their website


Rarely, we may receive personal information from third parties, for instance other funding organisations. We will only use personal information received in this way to contact you, we will never pay to receive personal information. 


Personal Information 

Personal information which you may provide us could include your name, address, e-mail address and telephone number. We will use this information mainly to process your grant application and monitor its use. 


GSCTCIO generally does not require sensitive personal information (such as health, race, ethnic origin, political opinions, genetic or biometric data, sexual orientation, gender identity or religious belief). If they are essential for a grant application, we will treat that information with extra care and confidentiality and not pass it to anyone else without your consent, except when legally obliged to do so. 


How and why we process your information 

GSCTCIO will only use your personal information for the purpose for which it was given, i.e. to administer your application for a grant and monitor the implementation of the grant. GSCTCIO will not keep it for longer than necessary and will destroy the information securely when it is no longer needed. Personal information will be retained for at least 6 years from completion of the grant-supported project (the minimum period of best practice) but archived securely after 3 months when personal information will no longer be accessed for the purpose of making contact with you.  



GSCTCIO is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical and electronic procedures to safeguard and secure the information we receive. All information is hosted and transferred in a GDPR-compliant way. 


Legal basis for using your information 

GSCTCIO will generally process your information under the lawful reason ‘legitimate interests’. This means that we are processing information to facilitate our grant-making decisions, grant monitoring and communication with you. GSCTCIO will seek your consent if we propose to process your personal information for any other purpose, or if you give us sensitive personal information. 



Sharing your information 

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. 


However, we may occasionally disclose your personal information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority). 


Your rights 

Under data protection law, you have rights including: 


Your right of access - You have the right to ask us for copies of your personal information.  

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.  

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.  

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.  

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances. 

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. 


You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us using the details below if you wish to make a request. 


Our contact details 


Charity Registration Number: 1193750 



If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details above.  


You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address:      



Information Commissioner’s Office 

Wycliffe House 

Water Lane 



SK9 5AF 


Helpline number: 0303 123 1113 

ICO website: