This policy may be amended at any time by updating this document. Any amendments to this policy will result in an updated version being posted on our website (www.themasontrust.org) for review.
This policy is effective from 25 May 2018 and complies with The General Data Protection Regulation (EU) 2016/679 which comes into force on 25 May 2018.
We are the “Data Controller” and registered with both the Charities Commission (Reg No: 1123203) and the Information Commissioner’s Office (Reg No: Z232578X)
Why we collect your information
If you apply to us for a grant (including but not limited to via our website, post or by email) then we need to collect certain information from you in order to process your application. This may include: name, address, date of birth, telephone/mobile numbers, email address, school/college or employer, name and contact information of an adult supporting you with your application, other organisations you may have contacted for funding support and how you heard about us. You will also be asked to supply information relating to the project/trip/idea in respect of which you are applying for the grant including dates and costs. You are responsible for ensuring that you have agreement from any individuals identified within your application, to pass their information to The Mason Trust. If you are successful we will collect payment information to allow us to pay you the funding award. This may be bank account/cheque payee information.
By submitting an application to us we will use your information, including references, to review and assess your application. We do not undertake any electronic decision making when assessing funding applications. Should you be successful, we will then make a grant payment to you. All personal information provided as part of this process will be managed by us and your information will be disclosed to our Trustees as part of the application process. We will also use the information you provide for related administration or research purposes.
If you correspond with us via email we may retain your messages together with your email address and our responses in order to manage application.
Your personal information will not be used for any other purpose than that to which you have consented.
Where appropriate, we will need the consent of the parent/legal guardian for any young person under the age of 13 years old who is applying to us for funding support.
We will only use your personal information for the purposes it was given. We will keep it for the duration of the application process. If you are successful with your application we will retain your information in line with our legal obligations to HMRC (6 years plus current year). If you are not successful we will keep your information for one year for audit purposes, after which it will be destroyed securely.
As part of our Terms and Conditions which are supplied to successful applicants, there is a section requesting permission to utilise any feedback provided by the applicant for our publicity materials and in articles which may be published in third part publications about the work of the Trust. If this box is not ticked then any information provided by the applicant will not be used for these purposes. The applicant can request to withdraw this permission at any time by contacting the Trust in writing.
We manage our social media pages directly. If you contact us directly via our social media pages the message will be stored for the duration of the conversation. It will not be shared with any other organisations.
When you access our websites we use a third party service, Google Analytics, to collect information and visitor information patterns. We do this to find out things such as visitor numbers to various pages throughout the website. The information processed in no way identifies an individual and we do not make any attempt to identify anyone by using this information. If we decide that we want/need to collect any identifiable personal information we will be upfront about this and will make it clear why we want to collect it and how we intend to use it.
A cookie is a small file which as permission to be placed on your computer’s hard drive. If you agree, the file is added and the cookie helps analyse web traffic.
Third Party Websites
Our websites contain links to other organisations outside The Mason Trust and icanbea… This policy does not apply to those sites. We do not accept any responsibility for any information, policies, practices or services provided via these sites or any information collected through them. We encourage you to read the respective privacy policies pertaining to other websites you visit.
Access to your information/queries
You have a legal right to see a copy of the personal data that we hold on you, subject to certain exemptions. Requests for such information should be made in writing to The Mason Trust, Diss Business Centre, Dark Lane, Scole, Diss, Norfolk, IP21 4HD.
You will not be expected to pay a fee to obtain your personal data unless we consider your request to access the data is unfounded or excessive. In these circumstances we may charge you a reasonable fee or refuse to comply with your request. We may request proof of identify before we process your request to ensure that we comply with security procedures for the disclosure of such information and to ensure that we are releasing information to the correct person.
If you are unhappy with how we have processed your personal information, in the first instance we would ask you to contact us directly so we can try and resolve your issue. If the issue is not resolved to your satisfaction you can then contact The Information Commissioners Office on 0303 123 111.
Issue Date: Oct 2018
Issue Status: Issue 2
Review Date: May 2019
Policy No. POL 5