At Nationwide Foundation we are committed to protecting and respecting your privacy using robust security processes and being transparent about how we use your personal information. This Data Privacy Notice explains how, why and when we use your personal information, the conditions under which we may disclose it to others and how we keep it secure.
Nationwide Foundation is the data controller. When used in this notice the terms we, us or our, refers to the Nationwide Foundation.
Why do we collect personal data from you?
- To achieve our charitable aim of improving the lives of people in need through funding and collaborating with others
- To contact you through all stages of the funding process
- Contractual and legal obligations
What type of personal data is collected?
We collect personal information such as your name, phone number, job title, email address and social media user names in addition, your postal address, organisation name and contact information (if relevant). We may also collect feedback, comments and questions received from you in project communication and activities, such as meetings, phone calls, documents, and emails.
Where do we collect personal data from?
Information we collect from you
Most of the information we hold comes directly from you. This includes information you give us when:
- You use an online form to apply for a grant
- When you interact with us in person, through correspondence, by phone, by email, by social media channels or through our website
- You update your information (such a when you change your address)
Information we collect from third parties
We might collect or receive information from certain third parties too. These include:
- Referees (that you have put us in touch with)
- Third parties contracted by us to work with you e.g. evaluators or researchers
- From legal or regulatory bodies when required
- Other sources of publicly available information (e.g. media)
If you’re providing information about another individual, we’ll assume that you have their permission to do so, and that they are aware of where they can find more information on how we may process their details.
How will we use your personal data?
We may use your personal data for the following reasons:
- To manage the funding process including administering and monitoring your grant
- To fulfil contractual and legal obligations
- To process a job application
- To contact you: we believe that more can be achieved when we work together and we value our network of contacts. In the course of our normal business we may contact you for your input or opinion, to share information that we think will be of interest or use to you and to explore ways in which we can work alongside and learn from each other
When will we use your personal data?
We will use your information for the purposes outlined above, where one of the following applies:
- We use the information to carry out our obligations to you, as part of your relationship with us
- We must use the information to comply with the law or in the public interest
- We use the information to carry out our legitimate business interests
- You have given us consent to use the information
Meeting our legal and regulatory obligations
We are required to collect and use your personal information in a number of circumstances to meet our legal and regulatory obligations.
These include using your personal information to carry out a range of activities that ensure we comply with the requirements set out by our regulators (e.g. The Charities Commission) and in relevant legislation (e.g. Data Protection Legislation and Anti-Money Laundering Regulations). We may also disclose information to HMRC and other government bodies when we are required or permitted to do so.
Who we share information with
We will not sell or rent your information to third parties and we will not share your information with third parties for marketing purposes. Information will be shared with suppliers that support the operation of the business and specific third parties authorised by you or under the terms of the grant funding programme. We only disclose the information that is necessary to deliver the service and we will not release your information to third parties unless requested to do so.
How long we hold information
We keep our retention periods for personal information under review. We retain your information for as long as is necessary for the relevant activity in order to manage your relationship with us, for a period of time after the relationship has ended or whilst our work is in some way related to your work or area of interest. We are committed to protecting your personal information and security measures are in place to do so.
Personal information rights
You have certain rights when it comes to your personal information and there are various requests you can make. When you submit a request, we’ll review it and get back to you within one month.
Your rights explained:
- The right to access your information
You can ask us for a copy of any information we hold on you. This is called a Data Subject Access Request (DSAR). When we provide you with a copy of your personal information, we’ll also provide an explanation of how it’s being used.
- The right to rectify your information
If you change your name, address, phone number or email address, please let us know straight away.
You have the right to ask us to correct information that you feel is inaccurate or incomplete, or both. If we’ve shared your information with other organisations, then we’ll do our best to let them know that you have asked for the information to be rectified.
- The right to restrict how we use your information
In certain circumstances, you have the right to restrict us from processing your information any further or deleting it. Just so you know: there are some things that we need to use your information for. For example, to take care of your grant application, to help protect from fraud and to fulfil legal and contractual obligations. And, if processing is restricted, we’ll continue to store your information and process it as required by law.
If we have shared your information with other organizations, then we’ll do our best to let them know that you have asked for the information to be restricted.
- The right to object to how we use your information
In certain circumstances, you have the right to object to the way we process your information. For example, when we’re processing your information for a grant application or if you feel that by us processing your information for legitimate interests is causing you such a level of damage or distress that you would like us to stop. Just so you know: there are some situations where we won’t stop processing your information despite your objection. We’ll review your request and let you know our reasons for agreeing or not agreeing.
- The right to erase your information
In certain circumstances, you have the right to have your information erased. Please note that we may not be able to agree to your request if we cannot delete your information for legal, regulatory or technical reasons. If we’ve shared your information with other organizations, then we’ll do our best to let them know that you’ve asked for the information to be erased.
- The right to transfer your information
In certain circumstances, you have the right to ask us to transfer a copy of some of your information to you or to a new data controller (e.g. another charitable trust or financial provider). This applies when you’ve shared your information with us, it’s been collected with your consent or where collecting it was necessary for a grant application agreement and relationship between us.
- The right to human intervention
In certain circumstances, you have the right to ask for an automated decision to be reviewed. Please note that all grant applications are managed with human intervention.
You can submit a request for any of your rights by writing to:
The Nationwide Foundation
Please clearly state which of the Subject Rights you are requesting.
- The right to complain to the regulator
We’re always here to help and you can contact us ant time with any queries you have. If things don’t go as you expected, you can make a complaint by calling us, sending a message or writing to us.
If you still have unresolved concerns, you also have the right to complain to data protection authorities. The authority overseeing data protection in the UK is the Information Commissioner’s Office. Their contact details are below:
Information Commissioner Office
Telephone: 0303 123 1113
- To withdraw your consent
Where we are relying on your consent to process any of your information, you have a right to withdraw that consent at any time. This will not affect any use we have made of the information before you withdrew your consent.
Other important information
- Allow our site to work properly, and help keep it secure;
- Help us understand how people use the website;
- Make the site easier to use by remembering information that you’ve entered;
- Improve your experience by showing you information that’s relevant to you.
It is recommended that you leave on all cookies if you are not sure whether you need them or not, in case they are used to provide a service that you use. You can prevent the setting of cookies by adjusting the settings on your browser (see your browser help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of our site.
Contacting us about Data Protection
If you would like to contact us about any aspect of Data Protection at the Foundation, please write or call.
The Nationwide Foundation
Tel: 01793 655113
Review of this policy
We regularly review this policy so please check this page to ensure you’re happy with the changes. This policy was written in May 2018.