Privacy & Data Protection Policy

1 Introduction 

Alderman Newton's Educational Foundation is an unincorporated, registered charity  established by Charity Scheme. The charity is established primarily for the advancement of  education for persons aged under 25 who are in need of financial assistance and who live in  the Diocese of Leicester. The Foundation also supports specified educational charities. The  Foundation achieves its objects principally through the provision of grants to its beneficiaries,  details of whom are set out in the Charity Scheme.  

The Foundation is governed by a Board of Trustees, which, without vacancies, consists of six  nominative Trustees and seven co-optative Trustees.  

Applications for charitable assistance from the Foundation are considered by the Education  Committee. The Committee consists of three Trustees and a further Trustee as reserve  Committee member.  

This Privacy Policy sets out the Foundation’s policy and procedure on protecting the privacy  and personal data of those who apply to the Foundation for charitable grant aid.  

2 Privacy Policy 

We will look after any personal information that you share with us. We can appreciate that  our application process asks for quite a lot of personal information. We need this  information in order to make decisions in accordance with our governing document (Charity  Scheme) and the policies of the Board of Trustees.  

You can be confident that: 

∙ We only use personal information in the ways we need to and that is expected of us. 

∙ We will never release your information to other organisations for their marketing  purposes. 

∙ We will be especially careful and sensitive when engaging with children under 18,  vulnerable people or those we have reason to believe might be vulnerable. ∙ We will take all reasonable care to safeguard your personal information through our  policies and secure business processes. 

∙ We will always be happy to answer any queries you have. 

The Foundation engages the services of Charity Link to provide its day to day administration.  Charity Link is the Data Controller for Alderman Newton's Educational Foundation. Charity  Link has its own Privacy Policy, which you can find on their website: http://charity link.org/privacy-notice/

Charity Link may use your personal information to: 

∙ Communicate with you about your application for grant aid; 

∙ Provide the Trustees with relevant information to enable them to make a decision  about your application;  

∙ Administer any grant that is awarded; 

∙ Maintain proper records of, monitor and evaluate our charitable activity. 

We will not pass on your details to anyone else without your express permission - except in  exceptional circumstances such as the need to safeguard a child or vulnerable adult or where we believe serious fraud has been undertaken. We will  never sell or share your personal information with organisations so that they can contact  you for any marketing activities. 

Your personal information will be stored on a secure database or in paper files for no longer  than is necessary for the purposes of its use. We carry out periodic deletion of data whose  retention period has expired and/or when the need to continue holding such data is no longer necessary. 

You may ask us at any time to update your details, correct or remove information you think  is inaccurate, or to request a copy of the personal information we hold about you, by: 

Post - The Clerk to the Trustees, Alderman Newton's Educational Foundation, c/o  Charity Link, 20A Millstone Lane, Leicester LE1 5JN 

Email - trustadmin@charity-link.org 

Telephone - 0116 222 2200 

Should you wish to withdraw or withhold consent for your personal information to be stored  or used in any of the ways described in this Privacy Policy, then please contact the Clerk to  the Trustees at the address above. Please be aware that some personal information is  necessary in order for the Trustees to make a decision about your application for a grant,  and our ability to do so may be affected should your consent be withdrawn or withheld.  

 

Cookies

 

‘Cookie‘ is a name for a small file, usually of letters and numbers, which is download onto your device, like your computer, mobile phone or tablet when you visit a website.

They let websites recognise your device so that the sites can work, or work better, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.

How do we use cookies?

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve our site.

The cookies we use

We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide.

We use all four categories of cookies:

• Strictly necessary cookies are essential for you to move around our website and to use its features.
• Performance cookies collect anonymous information about how you use our site, like which pages are visited most. No information that identifies you is kept.
• Functionality cookies remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. They are anonymous.
• Targeting or advertising cookies collect information about your browsing habits in order to make advertising relevant to you and your interests.

 

No cookies, please

You can opt out of all our cookies (except the strictly necessary ones). Find out how to control and delete cookies in your browser.

But, if you choose to refuse all cookies you may not be able to use our website properly.

If you have any questions about how we use cookies, please contact us.

3 Procedure  

The information we receive from you will include your completed application form,  accompanying documents and any contact or correspondence that we, or Charity Link as our  administrators, have with you. This information will be stored and processed by Charity  Link. All personal data is stored in a secure location.  

This information will be securely transmitted to the Foundation’s Education Committee,  which considers all the applications received and makes recommendations to the Board of  Trustees.  

The Board of Trustees receives grant recommendations in anonymised form in order to make grant decisions.

During the course of processing your grant application and/or any grant that is awarded,  Charity Link may need to contact on our behalf: 

∙ The education or training institution that is providing your course; 

∙ Your accommodation provider, if you have applied for a grant towards  accommodation costs; 

∙ Any of the referees listed on your application form, or who have provided a  reference; 

∙ Your parent or carer/guardian if you are under 18, or if you are a vulnerable adult; or  your corporate parent, if you are in the care of a local authority. 

This contact may be made for the purpose of (for example): 

∙ Verifying or clarifying information provided within your application;

∙ Obtaining further information to support your application; 

∙ Arranging your interview with the Education Committee; or 

∙ Arranging payment of any grant. 

During the course of this contact, we will need to disclose that you have applied to or been awarded a grant by Alderman Newton's Educational Foundation. 

We will not disclose any information about your application or any grant award to any other third party.  

Video meetings 

We may need to have a video meeting with you, for example to discuss your application.  This will usually take the form of an interview with the Education Committee. Video  meetings may be recorded. We may collect data during video meetings such as: 

∙ Information about your household circumstances and who you live with;

∙ Information about your total household income and your personal finances;

∙ Information about your course of study and your future plans. 

We need this data in order to: 

∙ Confirm that you are eligible for grant aid from our charity; 

∙ Decide whether to recommend that you be awarded a grant.  

We use this data to make a recommendation about your grant application (occasionally, we may need to request further information before a recommendation can be made). Our  recommendation will be recorded anonymously in the minutes of the Education Committee meeting (no personal data is included, only reference numbers are used). These minutes are  circulated to the Board of Trustees to ratify the recommendations made.  

Our lawful basis for processing this data is legitimate interests. This is because it is in your  interest for us to obtain sufficient information to be able to make a recommendation on  your grant application. 

Only the members of the Education Committee have access to the data shared during video  meetings. We may occasionally need to pass on information to the Clerk to the Trustees, for  example where we need to contact you for further information.  

We are not able to share any recording of the video meeting with you because the recording  may also contain interviews with other applicants. Should you wish to correct any  information that was given during the meeting, please contact the Clerk to the Trustees.  

Video recordings will be erased following the subsequent meeting of the Education  Committee. For example, the video recording of a meeting held in June would be deleted  following the next meeting in July.  

When attending a video meeting, please be mindful of your own privacy. We ask you to  bear in mind the following: 

∙ If you turn on their camera, your image will be visible to everyone in attendance (other applicants will not be in the meeting at the same time as you – only the  Education Committee members); 

∙ If you turn on your microphone, everyone in attendance will be able to hear you; ∙ Depending on how you have set up your account, your name and other details may  be available to other attendees; 

∙ What you say during a video meeting may be recorded; 

∙ If you screen share, or if you discuss confidential (‘special category’) information, this  too may be retained as part of the recording; 

∙ Everyone in attendance will be able to see your surroundings, which may include any  other people or information in the background (unless you use a virtual background). 

We are not able to share any recording of the video meeting with you because the recording may also contain interviews with other applicants.  Should you wish to correct any information that was given during the meeting, please contact the Clerk to the Trustees.

Video recordings will be erased following the subsequent meeting of the Education Committee.  For example, the video recording of a meeting held in June would be deleted following the next meeting in July.

The video conferencing software used by the Foundation will usually be Zoom. 

4 Monitoring and Review 

This Policy will be subject to a formal review every 3 years, or more often where there are  changes in relevant law, regulations, or guidance, or significant change within the  Foundation.  

The Board of Trustees is responsible for monitoring and reviewing the Policy.