Privacy Policy

Contents

  1. Introduction
  2. Security
  3. Data that we hold
  4. People who use our website
  5. Sharing personal data
  6. Locations of processing
  7. Individual’s Rights
  8. Complaints
  9. Data Controller and contact information
  10. Changes to our privacy statement

1. Introduction

UK Community Foundations, or UKCF (“we”, “us”, or “our”), is committed to protecting and respecting the personal data that we hold. This privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us, both by individuals themselves or by others. We may use personal data provided to us for the purposes described in this privacy statement or as made clear before collecting personal data.

Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, our policy is to be transparent about why and how we process personal data.

We process personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose are set out in the relevant sections below.

The personal data that is provided to us is provided either directly from the individual concerned, from a third party acting on behalf of an individual, or from publicly available sources (such as internet searches, Companies House).

Where we receive personal data that relates to an individual from a third party, we request that this third party inform the individual of the necessary information regarding the use of their data. Where necessary, reference may be made to this privacy statement.

3. SECURITY

We take the security of all the data we hold seriously. Staff are trained on data protection, confidentiality and security.

We have a framework of policies and procedures which ensure we regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

All information you provide to us is stored on our secure servers. Where we have given you a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; 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.

2. Security

We take the security of all the data we hold seriously. Staff are trained on data protection, confidentiality and security.

We have a framework of policies and procedures which ensure we regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

All information you provide to us is stored on our secure servers. Where we have given you a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; 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.

3. Data that we hold

3.1 Subscribers

We provide services to individuals who use our services.

3.1.1 Why do we process data?

Where data is collected via our newsletter sign-up form on the UKCF website, it is used to distribute the UKCF e-bulletin via email.

3.1.2 What data is processed?

The data that is processed is necessary for the functionality of our service.

  • First name: this is so we know who we are sending the UKCF e-bulletin to, and to address the recipient in the body of the email
  • Email: to send the UKCF e-bulletin to the correct recipient

3.1.3 How long do we hold data for?

We retain the personal data processed by us in a live environment for as long as is considered necessary for the purpose(s) for which it was collected (including as required by applicable law or regulation, typically 6 years). We may keep data for longer to establish, exercise, or defend our legal rights and the legal rights of our clients.

In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.

3.2 Grant applicants & grant recipients

3.2.1 What data is processed?

An organisation applying to receive a grant may be asked in the application process, to provide personal data relating to the main contact for the application, their Management Team, Trustees, and/or Management Committee. Typically, this data will include; full name, telephone, postal address and email address. This data is processed by the member Community Foundation and by UKCF.

3.2.2 Why do we process data?

This data may be used for identification, debt tracing and the prevention of money laundering. Searches may be made to verify the identity of an organisation’s management team using publicly available sources.

Any details of contact persons that are included in the application form may be contacted to discuss the application and to be advised whether the application for a grant has been successful or unsuccessful. Should the application be successful they may be contacted on an ongoing basis, as is appropriate for the administration of the grant.

3.2.3 Consent to data processing

A declaration of consent is obtained from the applicant organisation on behalf of the data subject, at the point of submitting the application and recorded electronically. Additionally, personal data may be processed where necessary in the context of a contract.

3.2.4 Transmission of data

Data will be securely shared between UKCF and member Community Foundations, and processed by both parties. Both parties will use the data only for the defined purposes that the organisation has given consent for, on behalf of the data subject. This data may also be shared with external third parties, such as Funders and evaluation partners. An agreement on data processing will be in place with third parties and organisations will be informed of this transmission when giving consent on behalf of data subjects.

3.2.5 How long do we hold data for?

We retain the personal data processed by UKCF in a live environment for as long as is considered necessary for the purpose(s) for which it was collected (including as required by applicable law or regulation, typically 6 years). This retention period may vary and will depend on the contractual agreement with funders. Organisations, providing data on behalf of data subjects, will be informed of any specific retention periods when giving consent.

3.3 Our people

We collect personal data for our people as part of the administration, management and promotion of our business activities.

Our staff guide further explains how personal data is held for our staff and partners.

3.3.1 Applicants

Where an individual is applying to work for UKCF, personal data is collected through the application process.

There are several purposes that personal data for applicants are collected.

  • Employment: we process an applicant’s personal data to assess their potential employment at UKCF.
  • Administration and management: we may also use this personal data to make informed management decisions and for administration purposes.

Personal data collected for applicants is held for as long as necessary to fulfil the purpose for which it was collected, or for a maximum of 9 months where those purposes no longer become necessary for recruitment purposes.

4. People who use our website

When people visit our website, personal data is collected both through automated tracking and interacting with various forms on the website (collectively referred to as the websites).

Personal data may be collected when individuals fill in forms on our websites or by corresponding with us by phone, e-mail or otherwise. This includes information provided when an individual registers to use our website, subscribe to our service, make an enquiry, comment on publications, complete a survey, apply to work for UKCF and report a problem with our website.

When individuals visit our website, certain personal data may be automatically collected.

Often, individuals who visit our website additionally fall into another category as listed by this privacy statement. For instance, users of our websites may be current subscribers. Where this is the case, data held and processed for individuals who use our website may also become data that is held and processed for another purpose.

4.1 Why do we process data?

There are several reasons why we will process the personal data that an individual may provide to us when visiting our websites. As examples, these include;

  • To allow individuals to use some functionality of our website, certain personal data must be entered for features to work as intended.
  • To keep our site safe and secure, we may sometimes collect personal data, for instance login information and other data that can be used to vouch an individual’s identity.

4.2 What data do we hold?

The data that we hold depends on what data was entered and for what purpose.

Where data was entered to engage with functionality of our website, that personal data may include their name, address, e-mail address and phone number, financial information, AND personal description.

Where data is collected automatically, the data that we may collect includes technical information, including the Internet protocol (IP) address used to connect an individual’s computer to the Internet, login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. UKCF uses third-party web analytics services, such as Google Analytics, to collect information about your computer. This includes your IP address, browser type, and operating system. Google Analytics will also collect information about your behaviour on the UKCF website – such as the number of users viewing a webpage. This data does not identify you individually, and will not be shared with any third party.

The data is collected so that we understand how useful the UKCF website is, and help us inform any changes we make to the website to improve it.

Our website uses cookies to distinguish individuals from one another. This helps us to provide a better experience when individuals browse our website and allows us to improve our site. For detailed information on the purposes for which we use cookies, please see our cookie policy.

4.3 How long do we hold data for?

We retain the personal data processed by us in a live environment for as long as is considered necessary for the purpose(s) for which it was collected (including as required by applicable law or regulation, typically 6 years).

In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.

5. Sharing personal data

We will only share personal data with others when we are legally permitted to do so.  When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards. In the case of fraud we will share personal data with the relevant authorities, third parties under legitimate interest according to our legitimate interest assessment.

Personal data held by us may be transferred to:

Third party organisations that provide applications/functionality, data processing or IT services to us

We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems. For example, providers of information technology, cloud-based software as service providers, website hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are in secure data centres around the world, and personal data may be stored in any one of them.

Third party organisations that otherwise assist us in providing goods, services or information

Law enforcement or regulatory agencies or those required by law or regulations

Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.

6. Locations of processing

Where possible, personal data resides within the UK territory but may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. We will take all reasonable steps to ensure that your data is treated securely, in accordance with this privacy statement.

We have taken steps to ensure all personal data is provided with adequate protection and that all transfers of personal data outside the EU are done lawfully.  Where we transfer personal data outside of the EU to a country not determined by the European Commission as providing an adequate level of protection for personal data, the transfers will be under an agreement which covers the EU requirements for the transfer of personal data outside the EU.

7. Individual's rights

Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights as follows:

  • Individuals may request access to their personal data held by us as a data controller.
  • Individuals may request us to rectify personal data submitted to us or, where appropriate, contact us via the relevant website registration page or by amending the personal details held on relevant applications with which they registered.
  • Individuals may request that we erase their personal data
  • Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting us or clicking on the unsubscribe link in an email received from us.
  • Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability.
  • Individuals may request information about, or human intervention into, any automated data processing that we may undertake.

If you wish to exercise any of these rights, please send an email to info@ukcommunityfoundations.org.

8. Complaints

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to info@ukcommunityfoundations.org. We will investigate and respond to any complaints we receive.

You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner’s Office (“ICO”). For further information on your rights and how to complain to the ICO, please refer to the ICO website.

9. Data controller and contact information

If you have any questions about this privacy statement or how and why we process personal data, please contact us at:

Ian Smith
UK Community Foundations
Unit 1.04, 9 Brighton Terrace
Brixton
London
SW9 8DJ

10. Changes to our privacy statement 

This privacy statement is subject to change. If any changes are made, we will inform you via email or via a notice on our website. This privacy statement was last updated on May 2018.