Devon Educational Trust Privacy Policy

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name, date of birth, email and postal address, total annual household income, educational establishments attended, health and wellbeing information etc.)
  • Personal references (which may provide opinions of the applicants’ character and details of their education and/or health and wellbeing)
  • Bank account details (name, account number and sort code)

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Administer grant applications
  • Conform to Charity Commission regulations and recommendations
  • Produce a directory of Trustees
  • Administer payments and expenses
  • Maintain financial accounts and records

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Applicants provide us with personal identifiers and contacts for their referees, so that we can request relevant supporting information to enable us to administer grant applications.
  • Applicants’ referees provide us with references about the applicant, to enable us to confirm the identity and eligibility of applicants, and to assist us in our decision making when considering grant applications.
  • Successful applicants provide us with personal identifiers, contacts and bank details of the third party who is providing the service, experience or equipment for which the grant has been awarded, to enable us to send the payment directly to the supplier.

In relation to grant applicants:
We use the information that you have given us to: process your application, check that you meet our criteria, decide whether to award a grant, and make grant payments.

In relation to information about our Trustees and Clerk:
We use the information that you have given us to: confirm that you are eligible to serve as a Trustee, provide the Charity Commission with the required details of our Trustees, pay your expenses, and maintain a Directory to enable members of the Trust to contact each other.

Where necessary, we may share some of this information with our Financial Independent Auditor, so that they can audit our annual financial accounts.

We will share information about our Trustees with the Charity Commission, as per their regulations.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

  • We have a legal obligation
  • We have a legitimate interest

How we store your personal information

Your information is securely stored. Personal data is entered into the Trust’s password- protected computer systems and is only accessed by Officers of the Trust. Any paperwork containing personal data is kept secure against unauthorised access and theft.

We keep personal information for the following periods of time:

  • Personal identifiers, contacts and characteristics relating to grant applicants and their referees – until the year following the applicant’s 25th birthday. (Individuals who are under 25 years of age may be awarded a maximum of three grants, at the Trustees’ discretion.)
  • Personal references and supporting information relating to grant applicants – for one year.
  • Personal identifiers, contacts and characteristics relating to Trustees – for seven years following their end of term.
  • Bank account details – until the October of the following year (i.e. when the relevant year’s financial accounts have been audited).
  • Bank statements (which may contain, for example, the name of the grant applicant and payee) – seven years.
  • Meeting Minutes and Annual Financial Reports (which may contain, for example, the name of the applicant, purpose of their grant, their award and any requirements or conditions of the award), shall be retained during the existence of the charity.

After the stipulated period has passed, we will dispose of digital information by deleting or anonymising it, and we will destroy paperwork by confidentially shredding it.

Your data protection rights

You have rights under data protection law, including:

  • Right of access – You have the right to ask us for copies of your personal information.
  • Right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. If you wish to make a request, please email us at devonedtrust@outlook.com or write to Devon Educational Trust, PO Box 574, Newton Abbot, TQ12 9NJ.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us by email at devonedtrust@outlook.com, or by letter to Devon Educational Trust, PO Box 574, Newton Abbot, TQ12 9NJ. You can also complain to the ICO if you are unhappy with how we have used your data, by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or by phoning 0303 123 1113. ICO’s Website: https://www.ico.org.uk

Updated July 2024