BJ Trust – Privacy & Data Protection Policy
BJ Trust supports the promising young people of Plymouth towards becoming more engaged citizens of the future. By providing grants in support of their chosen endeavour, having qualified through a competitive selection process. In order to do this we collect and use personal data.
The BJ Trust is committed to protecting your data and privacy in accordance with the provisions of the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) coming into force on 25 May 2018.
Why we collect your data
We ask for your personal information (name, address, telephone number and e-mail address) so that we can assess your grant application, award grants effectively, pay grants promptly and monitor the impact of the Trust’s investment and shape future grant making policy. We ask for your name and contact details so that we can be sure that the application is genuine and to ensure that grants are paid to the applicant.
The information we collect
When you apply for a grant from us we will collect, process and store some personal data that relates to and identifies you. This information includes, but is not limited to, your name, postal address, e-mail address, telephone number and any other information collected on making an application. We will not gather additional personal information about you.
Why we process your information
We process your information for the purpose of dealing with enquiries and grant applications. Administering application records and as a general resource to develop our grant making policy.
How we process your data
We do not use automated decision making, our Trustees will view the information you have provided, in order to assess whether a grant will be made. If an award is made we may ask for extra information.
How we may share your information
We will not transfer your data to another country or international organisation. Your information may be disclosed for processing with:
1) Our employees and volunteers
2) Our Trustees
3) Government bodies and law enforcement agencies and in response to other legal and regulatory requests
4) Auditors or contractors or other advisers auditing
Where we store information
Personal data is stored electronically on the BJ Trust database and hard copies are securely stored at the BJ Trust office.
Use of the internet and email
Unfortunately, the transmission of information via the internet is not completely secure and beyond our control. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Period for which data will be stored
The data we collect from you may be stored securely in hard copy and electronically for historical and statistical purposes. The period for which we will retain your data is determined by the time needed to assess your application. .
When submitting any personal information including your application, you will be asked to indicate your consent to the use of information set out in this policy. In the event that the purposes for processing change, then we will contact you as soon as practicable and seek your consent where such notifications relates to a new additional purpose for processing.
Access to information
The Act gives you the right to access information held about you and you can exercise this right at any time. You also have the right to withdraw your consent for us to hold and/or process your personal information. If you wish to withdraw your consent please contact the BJ Trust office.
All employees, volunteers and trustees who have access to and process your personal information are obliged to respect the confidentiality of your information. We believe that we have appropriate policies, rules and technical measures in place to protect the personal data which we hold from unauthorised access, improper use or disclosure, unlawful destruction or accidental loss.