Privacy
We take your privacy seriously. Information about 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 info@gillianstevensontrustuk.org.
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Privacy Policy
This privacy policy sets out how Gilly’s (the working name of The Gillian Stevenson Charitable Trust CIO) uses and protects any information that you give us.
In relation to our grant giving activities, Gilly’s 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 Gilly’s with their contact information when applying for a grant so that due diligence can be conducted by the Trustees of Gilly’s during the grants panel consideration process. No-one other than Gilly’s 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 Gilly’s Trustees during the grant application and grant monitoring process are archived securely once the grant has come to an end.
In relation to our fundraising activities, Gilly’s may carry out research using publicly available information to identify individuals who may have an affinity to our cause but with whom we are not already in touch. This may include people connected to our current major supporters or trustees. We also use publicly available sources to carry out due diligence on donors in line with our Donation Acceptance Policy and to meet money laundering regulations.
Gilly’s 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 20/08/2024.
Who we are
Gilly’s is a Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR). This means that Gilly’s 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 Gilly’s. We will use this information only for the purposes of assessing your application, managing or monitoring any grant awarded and related administration purposes.
Donor due diligence
To ensure we comply with money laundering regulations and ‘know your donor’ guidance issued by the Charity Commission, Gilly’s will carry out due diligence research prior to accepting donations. This will be completed in-house and may make use of publicly available sources such as Companies House, the Electoral Register, company websites, social networks such LinkedIn, political and property registers and news archives.
Third Parties
Our grant 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 https://eu.jotform.com/gdpr-compliance/ .
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 https://www.pandadoc.com/gdpr/ .
Information submitted in the ‘registration of interest’ form to participate in third party organised mass fundraising events is collected securely using Google forms. More information on how Google processes your data can be found on their website https://www.google.com/drive/terms-of-service/ and https://policies.google.com/privacy .
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 or to complete administration activities relating to your donation, potential donation or participation in mass fundraising events.
Gilly’s 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 or other reason relating to a donation, potential donation or participation in mass fundraising events, 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
Grants: Gilly’s 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. Gilly’s 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.
Donors: Gilly’s will only use any personal information you give us for the purpose for which it was given, i.e. to administer your donation or potential donation and stewardship. We will not keep this for longer than necessary and will archive the information securely when it is no longer needed or you request us to do so.
Participation in mass fundraising events: Gilly’s will only use any personal information you give us for the purpose for which it was given, i.e. to administer your participation in the mass fundraising event that you are taking part in to raise funds for Gilly’s. We will not keep this for longer than necessary and will archive the information securely when it is no longer needed or you request us to do so.
Due diligence: Gilly’s will only use your personal information for the purpose for which it was collected, i.e. to assess the appropriateness of you as a potential donor and satisfy ourselves that any donation meets the conditions set out in the Donation Acceptance policy. In accordance with GDPR article 14, you will be informed of this data processing within one month or at the first point of contact (whichever is sooner). Any personal information that you have not given us yourself will be retained for at least 6 years from the time of collection (the minimum period of best practice) but archived securely 6 months after collection and will no longer be considered current or relevant by Gilly’s.
Security
Gilly’s 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
Gilly’s will generally process your information under the lawful reason ‘legitimate interests’. This means that we are processing information to facilitate our fundraising activities, grant-making decisions, grant monitoring and communication with you. Gilly’s 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
THE GILLIAN STEVENSON CHARITABLE TUST CIO, SPRINGFIELD HOUSE, 76 WELLINGTON STREET, LEEDS, LS1 2AY
info@gillianstevensontrustuk.org
Charity Registration Number: 1193750
Complaints
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
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk