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Introduction

This document explains how we, County Durham Community Foundation (the Foundation), use data about living individuals.

Why do we need your information?

County Durham Community Foundation (the Foundation) provides grants that make a genuine difference to the lives of local people. We manage charitable funds, building up a source of long-term support for the communities of County Durham and Tees Valley and neighbouring regions. We are dedicated to helping communities grow by creating opportunities and tackling issues of disadvantage and exclusion. We use the personal data we receive to assist us in our work, with the core aim of benefitting communities, primarily of County Durham and Tees Valley but can be further afield that this.

Whose data do we collect?

We hold data on those who have given financial or other support to the Foundation, those who might do, and those who apply to the Foundation for grants, whether on behalf of an organisation or personally. The Foundation collects information about you when you connect with us as a trustee, volunteer, newsletter recipient, partner or make a general enquiry. This may cover anything from your contact details to financial information, or your responses to questionnaires we’ve sent you and feedback you’ve provided.

How we obtain your data

The majority of the information we hold about you has been provided directly to us by you, or by an organisation supporting you with your consent. In some cases we may collect data from a third party.

Examples include where existing supporters feel you may be interested in supporting our work and suggest your name to us, or data collected via a service provider like Just Giving or Enthuse (online giving). We also collect data from publicly available sources. Examples include information gathered from news articles or online media, including social media like LinkedIn or Twitter.

We may also use publicly available directories and similar information such as Companies’ House and the Charity Commission. Depending on your settings or the privacy policies for social media platforms such as Facebook, you may receive targeted advertisements through our use of social media audience tools. For example, Facebook’s ‘Lookalike Audiences’ programmes enable us to display adverts to our existing supporters when they visit Facebook, or other people who have similar interests to our supporters. If you see an advert for the Foundation on Facebook and you do not wish to, you can click the three dots in the top right of the advert and amend your settings or find out why you are seeing the advert.

What we do with your data and why

We will use the information you provide to:

• fulfil your requests – such as applications for grants and bursaries
• process donations or other payments and verify financial transactions
• provide a personalised service to you when you visit our websites, e.g. Fund holder and Trustee log ins
• record any contact we have with you
• prevent or detect fraud or abuses of our website and enable third parties to carry out technical, logistical
or other functions on our behalf
• to carry out research on the demographics, interests and behaviour of our users and supporters to help
us gain a better understanding of them and to enable us to improve our service. This research may be
shared internally and with our Trustees
• communicate with our supporters, donors, fund holders and potential supporters about the work of the
Foundation
• if you have agreed to it, provide you with information that we think may be of interest to you.

Supporters and Volunteers

The core purposes of our data processing are to:

• build financial and volunteer support for the Foundation through various fundraising and marketing
activities
• send communications to you about the Foundation
• administer donations (including but not limited to funds which are subject to Fund/Donor Services
Agreements)
• administer membership schemes
• promote the aims and objectives of the Foundation through other activities.

We may use data obtained other than from you to ensure that your contact details are up to date, to plan our fundraising (including from time to time 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 the assets and
reputation of the Foundation.

We collect the following classes of information:

• Name(s) and address, email, phone number and other relevant contact details and communication
preferences
• Relevant family or friends’ information including information on successor advisors
• Occupation, interests and professional activity and network(s)
• Financial information and interest in philanthropy
• Information relating to links and connections with and in North East England
• Records of donations including assets used to make donations, Gift Aid status etc.
• Records of volunteering for the Foundation
• Information about our relationship with you, correspondence, meeting notes, attendance at events etc.
• Information necessary for us to manage funds you have established or supported, including information on successor advisors

Information on Grantees

We collect the information described below in order to solicit and process applications for grants from the Foundation. Some of the information may also be processed in the ways described above under “Supporters and Volunteers” since some grantees also volunteer for the Foundation or support its work in some way.

We collect the following classes of information:

• Name(s) and address, email, phone 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 which was made
• Information about our relationship with you, correspondence, meeting notes, attendance at events etc.
• Appropriate information supplied in the grant application that relates to the beneficiaries of the grant
• Specific information relating to the criteria of the Foundation programmes and funds. This may include
information about personal circumstances, medical conditions and date of birth (eg. for employability
grant schemes).

Protecting your data

We keep your data secure in our database with appropriate security mechanisms in place.

Our policy is not to share your data with anyone else or any other organisation unless it is necessary for the purpose for which you have given us the data. Examples are given below:

• We will provide information to HMRC on Gift Aided donations since we have a legal obligation to provide
this information.
• We will share information on grant applicants with grant panel members, donors and external assessors.
We will also typically publish data in on our website and in our annual review on grant recipients for
groups/organisations (amounts/names/purpose) but we anonymise details for any individual grantees, as
agreed in the terms and conditions of each grant.
• We may share basic information on the attenders at an event or function or meeting with the host or
other person who has a volunteer role within the Foundation.
• We may pass data to other organisations, known as Data Processors, to provide specific services to us. An
example would be providing data to a mailing house in order to send a newsletter. A contract is always in
place with a Data Processor, and they are not allowed to do anything with your data other than that which we have requested. Some of our suppliers may run their operations outside of the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside of the EEA.

Our responsibilities

The law requires us to tell you the basis on which we process your data.

• If the law requires your consent to process data in a certain way then we will obtain it before carrying out
that activity.
• Other activities are carried out to fulfil a contract or agreement. Examples include holding funds which
are subject to Fund / Donor Agreements or organising a ticketed event. Each requires us to know who
you are and to process your information in order to do the thing you have asked us to do. If a contract is
in place then we will process your data based on that contract.
• In all other cases the law allows us to process your data if it is in our legitimate interest to do so, but only so long as we need to and your “interests or your fundamental rights and freedoms are not overriding”. Practically speaking this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy notice.

We will keep data for as long as is needed to complete the task for which it was collected and satisfy audit
requirements. Relationships between donors, grantees and the Foundation are often long term, and so we expect
to keep your data for as long as that relationship exists, until we no longer need it or you have withdrawn your
consent (and we have no legal obligation to continue to hold it).

Your rights
The law requires us to tell you that you have a variety of rights about the way we process your data.

These are as follows:

• Where our use of your data requires consent, you may withdraw this consent at any time.
• Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
• You may request a copy of the data we hold about you.
• You may change or stop the way in which we communicate with you or process data about you, and if it
is not required for the purpose you provided it, then we will do so. Activities like processing Gift Aid
donations, or managing a Fund / Donor Agreement, may mean we cannot entirely stop processing your
data. However, we will always endeavour to comply with such a request.
• If you are not satisfied with the way we have processed your data then you can complain to the Information Commissioner’s Office (ICO).

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at the details noted at the end of this policy.

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Contacting us
If you have any questions about this privacy notice, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, please contact us:

County Durham Community Foundation
Victoria House
Whitfield Court
Meadowfield Industrial Estate
Durham
DH7 8XL

T: 0191 378 6340

E: [email protected]