SOUTH YORKSHIRE COMMUNITY FOUNDATION LIMITED

PRIVACY NOTICE

This Privacy Notice outlines how the South Yorkshire Community Foundation Limited (‘we’/’our’) hold and process your personal data and your rights in relation to the data.

When we refer to information in this privacy notice we are specifically referring to personal data as defined and set out in the UK General Data Protection Regulation and Data Protection Act 2018.

We are a registered charity (registration number 110947) and a limited company with company registration number 7545536. Our registered office address is at The Campus, Pack Horse Lane, High Green, Sheffield, S35 3HY. Our website is https://www.sycf.org.uk/

We are registered with the Information Commissioner’s Office (ICO) with registration number Z2873833.

The person responsible for data protection at the South Yorkshire Community Foundation Limited is Ruth Willis who can be contacted by email at ruthwillis@sycf.org.uk or in writing to our registered office address. We are a data controller meaning that we determine the processes to be used when using your personal date. information.

This privacy notice sets out, in line with current data protection obligations, the types of data that we hold. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

The information we hold and process, for what purpose, and for how long is specific to the information we have is and who it relates. Information is collected and processed as it is necessary in our legitimate interests as an organisation to do so and is in line with our constitution. Please note that not all of the information below may be considered personal data under the Legislation but we have included it in this document as good practice and for transparency.

1.Information relating to donors, supporters and volunteers

We collect and administer this information usually from the individuals themselves directly.  However, we also collect information from other sources, including where existing supporters feel someone may be interested in supporting its work and suggest names to us; information collected via a service provider like JustGiving information from publicly available sources including information gathered from a news article or on-line media. We may also use publicly available directories and similar information such as the Royal Mail’s National Change of Address database and Companies’ House.

Information

The information of these individuals that we may hold and process is:

• Name(s) and address(es), email address(es), telephone number and other relevant contact details;
• Relevant family or friend’s information including information on successor advisors;
• Occupation, skills and professional activity and network(s);
• Financial information and interest in philanthropy;
• Information relating to links and connections with and in South Yorkshire;
• Records of donations including assets used to make donations, Gift Aid status etc;
• Records of volunteering for the Community Foundation;
• Information about our relationship with the individual, correspondence, meeting notes, attendance at events etc;
• Information necessary to manage funds an individual has established or supported including information on successor advisors; and
• Information on membership of the schemes of the South Yorkshire Community Foundation, where applicable.

The purpose for processing the information

The information is used by us for the following purposes:

• to build financial and volunteer support for the South Yorkshire Community Foundation Limited through various fundraising and marketing activities;
• to send communications about us and our activities;
• administering donations (including but not limited to funds which are subject to donor and funding agreements);
• administering volunteering opportunities and programmes where we match volunteers with community needs;
• administering membership; and
• promoting the aims and objectives of South Yorkshire Community Foundation Limited through other activities.

In addition, we may use information obtained to ensure that contact details are up to date, to plan fundraising (including using indicators of affluence so as to reflect the possible level of donation someone is able to make) and to ensure that appropriate due diligence is carried out to safeguard our assets and reputation.

Retention period

This information is held by us indefinitely but is regularly reviewed for relevance and accuracy. Any data that has become irrelevant or inaccurate is either deleted or updated.

Contact details of people who have enquired about volunteering but have not wished to progress to becoming volunteers is not retained.

2.Information relating to our members

We operate a form of membership where individuals, businesses and /or charities donate an annual fee for membership.

Information

The information comprises the member’s name(s), their business (if relevant), email address(es) and telephone numbers.

The purpose for processing the information

This is for the purpose of membership and administering membership, and includes building financial and volunteer support for the South Yorkshire Community Foundation Limited through various fundraising and marketing activities and sending communications about us and our activities.

Retention period

This information is held by us indefinitely (and is retained after someone or a business ceases to be a member) but is regularly reviewed for relevance and accuracy. Any data that has become irrelevant or inaccurate is either deleted or updated.

3.Information relating to grantees or loanees

Grantees refers to individuals, businesses, or not for profit organisations who apply to us for a grant, loan, or subsidy and whether or not their application is successful.

This information is collected as it is necessary in the legitimate interests of the grant or loan applicant. The Privacy Notice is referred to in during the Application Process.

In addition, the recipient is asked if they will consent to receiving further details of our charitable activities in future. The consent required is specific and is retained on this lawful basis once given. The individual is advised at the time of providing their consent that they can withdraw the same at any time and the process for doing so. Similarly, when notifications are sent they are also advised that their consent to receive future mailings can be withdrawn.

Information

The information comprises:

• Name(s) and address(es), email address(es), telephone number and other relevant contact details and preferences;
• Purpose and details about an application for a grant;
• Any other information needed for the assessment of a grant which may include financial, family, education and employment information; • Details about any grant or loan that is made; and
• Information about our relationship with the applicant, correspondence, meeting notes, attendance at events etc.

Where the recipient confirms the specific consent to receive further details of our work in the future, the information we retain is limited to a contact name and email address to receive such notifications.

The purpose for processing the information

The information is obtained and is used to solicit and process applications for grants. Some of the information may also be processed in the ways described above under “Information relating to donors, supporters and volunteers” since many grantees also volunteer for the Community Foundation or support its work in some way.

Retention period

Once a grant has been expended, the recipient is asked to complete the End of Grant monitoring form. Once received we retain the recipient details (Name, Grant information, including financial information) in line with the requirements of our funders for a period of seven years.  The personal data of a recipient of direct Community Foundation funding, after the completion of the end of Grant monitoring form, will be made inactive on our database.  Paper copies are archived and digital copies either archived or inactivated on our database, for reference and research purposes. This allows us to access grant applications and award history if you should apply to us again for funding. The end of Grant monitoring form does not contain any personal and data. 

If the recipient consents to receive future details of our activities and consent is subsequently withdrawn the details are deleted within two weeks.

3.Information relating to our trustees

We are run by a board of trustees. The trustees are appointed and retire (or are reinstated) at our annual general meeting.

Information

The information about each of our trustees that we hold and processes comprises:

• Name and address, email, telephone number and other relevant contact details and preferences; and
• V. or biography, biographies are published on our website.

The purpose for processing the information

We hold this information for a number of reasons, but specifically for other trustees to vet and approve (or not approve) a potential trustees suitability for the role, and thereafter for contact purposes in their role.

Retention period

This information is held for so long as the trustee remains in office. Once they cease to become a trustee (for any reason) the information is deleted save for their contact details and C.V or biography for future reference.

We also retain the consent forms and confirmation of deletion of data form (see “information that trustees may process” below). All other data is deleted within six weeks.

4.Information that trustees may process

Once in a role of trustee, trustees are given access to some information held by us to enable them to fulfil one of their many roles on our behalf.

All trustees sign a confirmation to acknowledge that such access to information, and general information which they receive as a result of their role, is confidential.

When a trustee retires or resigns, they also sign to confirm that any such data they hold has been destroyed and deleted. If they fail to do so, then we may, if we deem necessary, apply to the court for an order that they do so.

5.Information relating to visitors to the Website

We obtain and retain data of those who visit our website even if they do not interact in any other way. The cookies on the website retain information about the identifier of the website users and such other computer data. This is retained as it is necessary in our legitimate interests and also of the visitor as it enhances a visitors’ experience when visiting the website. Details of the use of cookies on the Website can be found in the Cookie policy.

6.Information relating to Suppliers

We hold and process information about our suppliers.

This includes the company or organisation name, contact name(s), email address(es), postal address(es), telephone numbers, bank details, and details of quotations received and orders placed and settled.

The purpose for processing the information

The purpose we process it is to instruct / order goods and services, and for payment.

Retention period

Once a contract has been fulfilled with a supplier, we will retain the information as we consider it necessary to do so in our legitimate interests and also in the legitimate interests of the supplier in order to assist in future business relationships with them and facilitate those relationships. This information is retained indefinitely for this reason.

7.General other information

We hold information of other companies, businesses, organisations or associations with whom we have a professional relationship or potentially common interest.

We do this as we consider it necessary in our legitimate interests to enhance and preserve such relationships.

Information

For these third parties, we process business / organisation names, contact names, addresses, email addresses, and telephone numbers.

We hold and process the information to facilitate, nuture and develop these relationships.

Retention Period

We hold this information indefinitely and for so long as it remains relevant to us.

Data sharing

Our computer and IT systems are maintained and hosted by Resolve Sheffield and Ledgard Jepson Design Agency who manage our website. We have written terms in place which facilitate the sharing of information with them as our data processors.

We may also share information with our legal advisers and financial auditors where it is necessary to do so.

Your information will not otherwise be shared with any other third party without your consent. Your data is not held outside the United Kingdom.

Automated processing

We do not process information by automated means nor do we use profiling.

Your rights

• You have the right to be informed. This means that we must tell you how we use your data and this is the purpose of the privacy notice.
• You have the right to request copies of any information that we hold relating to you.
• We are obliged to ensure that all information that we hold about you is up to date and correct. If you believe this not to be the case, you should let us know.
• You can ask that information that we hold about you is erased or deleted.
• You have the right to restrict the processing of data (whilst we have it) until we have ensured that the data is correct.
• You may ask that we restrict processing all, or some, of your information.
• You can object to us processing your information used for marketing purposes.

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

How to exercise your rights

If you would like to exercise any of your rights, please email ruthwillis@sycf.org.uk or write to us at the registered address given at the top of this notice. We will then consider your request and action the same as necessary although in some circumstances we may have a legitimate reason for not being able to action your request. If this should be the case then we will notify you of the reason why.

If you have cause for complaint

If you have any cause for complaint, or do not believe that we are processing your information fairly or in line with our obligations as a data controller, then we would ask that you contact us in the first instance with your concerns although you are not obliged to do so and you may contact the Information Commissioner’s Office whose details can be found at www.ico.org.uk