The Worwin UK Foundation Privacy Statement

Introduction

The Worwin UK Foundation is committed to protecting and respecting your privacy in accordance with the provisions of the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) 1028. This privacy statement explains about our practices regarding your personal information.

We may change this privacy statement from time to time. If we hold information about you we will notify you when this happens to ensure that you are happy with any changes. The most up-to-date privacy statement can be found on our website. By submitting an enquiry form, application or concept note, you accept the conditions set out in this privacy statement.

Who are we?

The Worwin UK Foundation is a grant-making organisation primarily supporting charitable activities in Canada and the UK. It is a company limited by guarantee number 2918910 and a registered charity number 1037981.
Our registered address is 66 Lincoln’s Inn Fields, London, England, WC2A 3LH.

How do we collect information from you?

We obtain information about you from grant application forms, email communications or when you provide information to us in other ways. This includes information provided to our partner organisation in Canada, The Waltons Trust.

What type of information is collected from you?

The personal information we collect might include your name, name of the organisation you work for, your contact details and your IP address.

The basis on which we collect and process your personal information
We collect and process your personal information for the following reasons:

  • For fulfilment of the terms of a contract or agreement which we have entered into with you.

  • For compliance with a legal or statutory obligation.

  • In pursuit of a legitimate interest, where this does not override your own interests.

  • Where you have consented to the use of your data for specific purposes.

How is your information used?
We may use your information to:

  • Contact you regarding queries raised;

  • Carry out our obligations arising from any contracts, grants or other financial arrangements entered into by you and us;

  • Seek your views or comments on the services we provide;

  • Notify you of changes to our services;

  • Send you communications which you have requested and that may be of interest to you.

For grant applicants we may use your information during the assessment process and, if a grant is awarded, to administer, monitor and evaluate the grant. We may also use the information you supply to contact you and others within your organisation regarding matters that are relevant to the Foundation’s and your organisation’s work.

Once a grant has ended, the information will be stored for historical and research purposes. Electronic information is stored on our database.

How long is the information held for?

We keep our retention periods for personal information under review. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Information held within grant files may be held indefinitely for historical and research purposes and may be shared with researchers.

How we store your personal information and who has access? 

When you give us personal information, we take steps to ensure that it is treated securely. Non-sensitive details (your email address etc.) are transmitted over the internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.  

Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites or databases, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. 

Information we control is securely stored on our customer relationship management (CRM) system and/or our cloud-based document management system. Some of our third-party service providers are based outside the UK and the European Economic Area (EEA). Whenever we transfer your information outside the EEA we ensure your privacy rights continue to be protected. 

Your information can be accessed by The Worwin UK Foundation and The Waltons Trust, based in Canada, through our shared database/system. The transfer of any data between The Worwin UK Foundation and the Waltons Trust is made subject to appropriate safeguards as set out in Article 46 of the UK GDPR. All of our employees and data processors who have access to, and are associated with, the processing of your personal information are obliged to respect the confidentiality of your information. 

We may also share your personal information with third parties if: you have requested us to do so; we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime; we need to share it with our professional advisers, for example, our accountants, auditors, bankers, insurers or lawyers; or we need to share your personal information with a regulator, for example, making returns to HMRC or reports to the Charity Commission.

We believe that we have appropriate policies, procedures and security features in place to try to prevent unauthorised access and to protect the personal data which we have under our control (having regard to the type and amount of that data.)  

We ensure that your information will not be disclosed to government institutions or authorities except if required by law or when requested to by regulatory bodies or law enforcement organisations. 

We will not sell or rent your information to third parties. When we use third party service providers, we disclose only the personal information that is necessary for them to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.  

We may also share your personal information with third parties if: you have requested us to do so; we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime; we need to share it with our professional advisers, for example, our accountants, auditors, bankers, insurers or lawyers; or we need to share your personal information with a regulator, for example, making returns to HMRC or reports to the Charity Commission.  

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive further communications from us, please write to us at The Worwin UK Foundation, 66 Lincoln’s Inn Fields, London, England, WC2A 3LH.

Your data protection rights 

Under data protection law, you have rights including: 

  • Your right of access - You also have the right to request a copy of the information we hold about you (commonly known as a ‘subject access request’). You can make a request by writing to us at The Worwin UK Foundation, 66 Lincoln's Inn Fields, London, England, WC2A 3LH. 

  • Your right to rectification - The accuracy of your information is important to us. Under the UK General Data Protection Regulation (UK GDPR), you have the right to ask us to correct personal information that we hold about you which is incorrect, incomplete or inaccurate. 

  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.  

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.  

  • Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances. If you have given your consent to us processing your personal information, you have the right to withdraw your consent at any time.  

  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, 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. We may need to ask you to provide information to help us confirm your identity. This is a security measure to ensure that personal information is not disclosed to someone who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

Review of this Policy

We regularly review this policy. This policy was updated in August 2023.

Our contact details

Any questions regarding this privacy statement should be sent in writing to The Worwin UK Foundation, 66 Lincoln’s Inn Fields, London, England, WC2A 3LH.

If you are not satisfied with our response, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues - https://ico.org.uk/make-a-complaint/.

Grantee Privacy statement August 2023