(1) Reason for statement
This privacy statement explains how Ormiston Trust collects and uses your personal information.
Should we ask you to provide certain information by which you, or others, can be identified, you can be assured that it will only be used in accordance with this privacy statement.
Ormiston Trust may change this policy by updating this page therefore, you should check this page from time to time to ensure that you are happy with any changes. This policy is effective from April 2018.
(2) Why we need your information
We need your personal information to allow us to offer our services to you and to comply with our legal and fiduciary duties. We will only collect the minimum amount of information necessary to provide a service to you, or comply with our legal responsibilities.
Personal information may be collected and processed for the following purposes:-
· Requests to use our logo
We collect names, and other contact details of those grant holders who request to use our logo. This allows us to provide our logo in an electronic file format in order that grant holders may acknowledge the support of Ormiston Trust in their publications.
· Grant applications, evaluations and monitoring
You may have included personal information within a grant application, an evaluation or monitoring. If so, you are responsible for confirming you have the written agreement and permission of any individuals identified in these, to pass their personal information to Ormiston Trust. We will use this information only for the purposes of assessing your application, managing or monitoring any grant awarded, related administration or research purposes. We may ask for your permission to share relevant information with other funding organisations. Please be aware that we will never do so without your express consent.
(3) How we process your information and how long we keep it
We record the information you give us when you:
· Request to use our logo.
· Apply for a grant.
· Pay a compliment or make a complaint.
· Make a donation.
· Apply to work with us either as a volunteer or as a paid member of staff.
· Visit our website.
We collect personal information every time you communicate with us, either directly from you when you call or visit us, when you email us or complete an on-line form and/or when you make an enquiry or donation through our website. We collect additional information automatically about your visit to our website (see sections on storing your personal information and Cookies*).
We will only use your personal information for the purpose for which it was given, will not keep it for longer than necessary and will destroy the information securely according to our data retention policy. Information provided through requests to use our logo will be destroyed within one year of receipt. Information provided through grant applications may be retained for up to 8 years, after which time it will be destroyed.
Your information will not be shared with third parties without your express consent for example, on an application form, or as is required by law, such as with HMRC or with the police for the detection or prevention of crime.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. All information is hosted within the UK.
We may send a cookie which may be stored on by your browser on your computer’s hard drive. We may use the information we obtain from the cookie in the administration of this website, to improve the website’s usability and for marketing purposes.
Most browsers allow you to refuse to accept cookies. (For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.) This will, however, have a negative impact upon the usability of many website.
(6) Social media
(7) Google Analytics
We use Google Analytics to analyse the use of our websites; Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ devices.
The information generated relating to our website is used to create reports about the use of our website. Details captured during your visit will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. All data collected is anonymous and will not identify you as an individual.
To opt out of being tracked by Google Analytics across all websites visit their website.
(8) Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
(9) Your rights
The Data Protection Act 1998 affords Data Subject certain rights and these are listed below for your convenience:-
· You have a right to object to processing that is likely to cause, or is causing you damage or distress.
· You have a right to prevent processing for direct marketing; we confirm we do not engage in direct marketing.
· You have a right to object to decisions being taken by automated means; we confirm we make no decisions on you using an automated process.
· You have a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed.
· You have a right to claim compensation for damages caused by a breach of the Act.
You have given us permission to process your information, but you can withdraw your consent at any time. If you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Ormiston Trust, contact details below.
Our contact details
Ormiston Trust, 1 Bell Yard, London, WC2A 2JR
Telephone number: 0207 266 7940
Charity Registration Number: 1164358
Company Number: 09648958