Data Protection Notice

Personal data is information which directly or indirectly identifies you. We are committed to processing your personal data in accordance with EU data protection laws. For the purposes of EU data protection laws, we are the data controller. It may be necessary for you to give us personal data so that we can assess your circumstances for the purpose of awarding financial assistance, comply with applicable laws, regulations and/or codes of practice and for the other purposes as set out in this notice where in our legitimate interests.

Collecting your personal data

We may collect your personal data in several ways including from you:

for example, when you:
- apply for a grant;
- contact and interact with us;
- ask us to contact you;
- someone else for example, if a person or organisation applies for a grant for you they may share your personal data with us, we may obtain personal data about you to carry out checks and to support your application.
public sources - for example, social services, CAB, Housing Association, Schools etc.

What personal data we collect

Types of information we may collect includes:

Personal details
- Date of birth
- Contact details
- Nationality
- Tax details
- Employment details
- National Insurance No.
- Financial information
Information we have from our dealings with you or from anyone acting on your behalf:
- Recordings of telephone calls
- Records of our interactions/correspondence
- Details of your transactions

If you give us information about somebody else

You must make sure that if you give us personal data about someone else, you should have a lawful basis for doing so, for example, you have their consent to share personal data with us. Where applicable, you should ensure they read this Data Protection Notice and understand how we will use and disclose their information, in the ways described in this Data Protection Notice.

How we may use your personal data

We may use your personal data for reasons including but not limited to the following:

to verify your identity;
to verify the accuracy of the data you have provided to us;
to make decisions on financial awards;
to detect and prevent criminal activity, fraud and money laundering;
to comply with applicable laws, regulations and/or codes of practice;
to support research and analytics that assist us in assessing our effectiveness as a charity.

How we may disclose your personal data

We may disclose certain personal data as follows:

to the Charity Trustees for the purposes of making award decisions.
to our professional advisors and service providers (including for example, information technology systems providers) who may help us provide products or services;
to courts, governmental and non-governmental agencies, regulators and ombudsmen;
law enforcement agencies;
relevant tax authorities;
to any relevant third party,in the course of, validating an application for an award;

Your Rights

You have the right to:

request access to your data and information and about how it is being used;
request rectification or erasure of your personal data;
request restriction of processing or to object to processing of your personal data; and
request data portability (i.e. to request the transfer of personal data from one data controller to another.

If you wish to exercise any of these rights or withdraw consent to use your personal data, you should contact the Clerk as described below. You also have the right to lodge a complaint about the processing of your personal data with your local data protection supervisory authority (in the UK, the Information Commissioner’s Office).

Security and Data Retention

We will take steps to protect your personal data against loss or theft, as well as from unauthorised access, disclosure, copying, use or modification, regardless of the format in which it is held. Subject at all times to applicable laws, we will retain your personal data for a period of at least 7 years to enable us to fulfil our record keeping obligations.

Enquiries, Requests or Concerns

All enquiries, requests or concerns regarding this Notice or relating to the processing of personal data, should be sent to the Clerk To The Trustees using the following contact details: PO Box 4787, Maidenhead, SL60 1JA or email clerk@smrfmaidenhead.org.