This Privacy Notice is for Get Grants Ltd (Company Number: 09168587)
Our Privacy Notice is here to tell you about what we do with your data and why. You do not need to take any action as this just informs you of your rights and what we do with your data.
This Privacy Policy applies to the entirety of Get Grants Ltd and is not limited our website.
This Privacy Policy can also be considered Get Grants Ltd’s Fair Processing Notice under the UK GDPR.
Who We Are
Get Grants Ltd is registered at Companies House with number 09168587.
149-153 Alcester Road,
England,
Birmingham,
B13 8JP
Our Data Protection Officer is John Ellery – he can be via our online contact form found here.
https://www.getgrants.org.uk/contact-us/
Overview
This Privacy Notice is something that we are obliged to do by law to tell you what we do with your personal data.
At Get Grants Ltd we want to be as transparent as possible with how we collect, store and process your personal data. So, if there is anything in here that is confusing, you do not like or would like us to explain then please get in touch with us via our contact form. This will help us to make this better for the next person reading it as well as for you.
What Data do we Process?
It depends on your relationship with Get Grants Ltd as we will collect and process different information.
- Fundraiser
- Funder (or work at a Funder)
Fundraiser
Fundraisers are individuals that are seeking to improve their knowledge and skills via a training course, seeking assistance with Fund Raising Services and attending fundraising events. They can work for organisations such as charities or independently.
You are attending a training course.
We need to process personal information for everyone attending, or who registers for, a training course. This will include your name and e-mail address. We will also keep a record of who has attended training courses as well as bank details where it is a paid for course.
You are receiving our Newsletter.
We will ask for your e-mail address so that you can be added to our subscription list. You will be able to opt-out in any of the e-mails that are sent to you.
You are attending a Free event.
Online Events:
Our free events are run for a range of purposes, but we will operate these based upon consent. When you register to join an event, we will ask you to agree to the terms of how we will process your personal data.
Generally, we will store your name and e-mail address as well as who has attended the event. There may be some variation between the specific events and this will be explained in the consent notices.
The types of personal data that we will process are:
- Name
- Email Address
In person events:
Where we hold in person events we will capture the same personal data as an Online Event. The key exception is where we are providing catering and need to be aware of attendees’ dietary requirements.
This could include Special Category Data relating to participants dietary requirements based upon their health or religion. Where this information is collected it may be shared with an independent catering organisation. But we take care to only provide the minimum required to ensure that participants dietary requirements are met.
You are using our Fundraising Services
When using our Fundraising Services, we will need personal information from you. This will be part of the agreement or contract and we will only keep the minimum information required for this purpose.
The types of personal information that we would process are:
- Name
- E-mail Address
- Role
- Date of Birth
- Home Address
- Phone Number
Funders (or those who work at funders)
Given the nature of our organisation is getting, and helping others to get, grants, we will store personal data of individuals that work at funders. Sometimes this is required for relating to specific grant funds as named individuals need to be approached with clarification questions.
Generally, this may include the following:
- Name
- Role
- E-mail Address
- Personal data provided in e-mails
In person events:
For in person events we will need to be aware of attendees’ dietary requirements.
This could include Special Category Data relating to participants dietary requirements based upon their health or religion. Where this information is collected it may be shared with an independent catering organisation. But we take care to only provide the minimum required to ensure that participants dietary requirements are met.
Lawful Basis for Processing your Data
There are 6 lawful bases for processing personal data under the Data Protection Act 2018. These are as follows:
– Consent
– Contract
– Legitimate Interests
– Legal Obligation
– Public Task
– Vital Interests
If what we are doing relates to undertaking a grant application or training, then our lawful basis for processing is the contract in place.
If what we are doing relates to business development and sales, then we run and participate in various events that we will gather your personal data from. We have a legitimate interest in reaching out to you to see if you are interested in our services or organisation. However, we will respect you asking us not to contact you again, so will provide an unsubscribe option in future communication.
When you sign up for events, we automatically add you to the newsletter. This is based upon what is referred to as “soft opt-in” in the Privacy and Electronic Communications Regulations (2003). We genuinely believe that anyone who is interested in our events would like to hear via our newsletter what is going on. But it that is not the case you can always unsubscribe.
Get Grants Ltd comply with all laws relevant to the jurisdictions that we operate in. Therefore, there may be legal obligations for your personal data to be shared.
How long do we hold your personal data for?
Get Grants Ltd has a retention schedule that we adhere to with regards to your personal data.
After a period of 8 years we will review your personal data held and make a decision as to whether we should retain this further. We will assess whether you are interacting with our organisation and may seek your consent again for sending out our newsletter.
Where we have the information from a contract, we will keep it as long as the contract states. If it is not specified we will retain the data until asked by you to destroy it or review it after 8 years following the last usage (whichever is later).
If we have gathered your information from an event or similar, then we will retain your records for upto 8years following the last usage of your personal data.
Sharing and Transferring your Data
We will avoid sharing your personal data outside of the European Economic Area unless required by a client, by law, or the processing will have an equivalent level of security and safeguards (this may be due to a technology we use, but we will seek to minimise this as much as possible).
Our Cookies Policy details the Cookies and Similar technologies used on our website.
We use third parties for a variety of purposes and we are including links to the Privacy Policies of these companies so you can understand how they process your personal data. The links were check and were accurate at the time of writing this policy, but Get Grants Ltd are not responsible for the locations of these links.
- Dropbox is used to store information (https://www.dropbox.com/terms)
- Zoom recordings are held following our activities (https://explore.zoom.us/en/privacy/)
- Eventbrite are used for organising events. (https://www.eventbrite.co.uk/help/en-gb/articles/460838/eventbrite-privacy-policy/)
- SendinBlue are used for our newsletters and marketing communications(now known as Brevo; https://www.brevo.com/legal/privacypolicy/)
Your Data Rights
The Data Protection Act 2018 set out multiple rights that you have as an individual. These are not all absolute rights, which means that in some circumstances they will be unsuccessful.
For example, if there are excessive times that they are used, or it is unclear what is being asked then we may refuse.
We will also seek to work with you to clarify and explain things so we can ensure that you are able to exercise your rights as you intend. Before we can process these, we will need to ensure that we have confirmed your identity.
We generally have one calendar month to complete the response to the right request, but we are allowed to seek upto an additional two months in exceptional circumstances. If we require an extension this will be communicated with you.
Right to Access
You have the right to request a copy of the data we hold about you and we must comply with your request within one calendar month. We may refuse or charge for requests that are manifestly unfounded or excessive.
If your request is refused, we will write to you within one month to let you know. You will then have the right to complain to the ICO (contact details are provided in the “Right to Complain” section) and to a judicial remedy.
Right to be Forgotten
You have the right to request that your information be deleted where the use of that information would no longer meet the requirements of the Data Protection Act 2018. Once an acceptable request is made, the information must be deleted within one month or with maximum extension of an additional two months.
Where the information in question has been made public or transferred to a third party, we must also take reasonable steps to inform those third parties about the request for deletion including any links to, or copies of that personal information. The above does not apply when it is necessary to keep the information in relation to legal proceedings, to comply with a statutory obligation, or to perform tasks in the public interest.
Correcting Errors or Omissions with your Personal Data (Rectification)
You have the right to have inaccurate and incomplete information about you amended and completed.
Right to Restrict Processing
Restricting processing can be for Get Grants Ltd to stop using personal data. Stop can mean for us to stop sharing the personal data with our partners and other third parties.
You have the right to request restriction of processing if your information is no longer processed (other than it being stored), is incorrect and/or the processing is unlawful, but you object to its deletion and you want us to hold your information as you may need it for legal reasons.
Right to Object
You have the right to object to processing in certain circumstances. Where Get Grants Ltd uses “Public Task” or “Legitimate Interests” as it’s basis for processing your personal data you can object. You may also object to profiling and automated decision making.
Profiling is where decisions are made about you based on certain things in your personal information. Automated decision-making is where things have been programmed and a decision is made without a person looking at it.
At the current time, Get Grant Ltd does not profile or use automated decision making. There are instances where our marketing is based upon legitimate interests as permitted under the Privacy and Electronic Communications Regulations (PECR – 2003).
Right to Data Portability
You have the right to receive the personal data in a structured, commonly used and machine-readable format.
This could be to have your employee file as a PDF so it can be transferred to another employer.
Right to Complain
As mentioned earlier, you have the right to complain to the Information Commissioner’s Office (ICO) if you think there is a problem with the way in which we handle your information.
The ICO
To contact the ICO, please call 0303 123 1113 or visit their website at: https://ico.org.uk or write to them at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF