Privacy Policy

Introduction

This document explains how we, the Heart of England Community Foundation (HoECF), use data about living individuals.

Why do we need your information?

We seek money from people who want to make an impact and we award it to organisations who support local communities. We are passionate about the West Midlands. We care unconditionally about the people and places here, no matter what area you live in. We recognise the challenges faced by communities and we know that people can often feel marginalised, excluded and disadvantaged.

Working with local donors including individuals, businesses and other funders, we channel funding where it’s needed most. We champion local social action, acting as a voice our communities. Using our knowledge and expertise we invest in grassroots charities and projects, supporting thousands of fantastic ideas to make a local impact. Together, we collaborate to make the West Midlands a better place for everyone.

We use personal data to help organise the giving of that time, money and effort in the West Midlands.

Whose data do we collect?

We hold data on those who have given financial or other support to HoECF, those who might do, and those who apply to HoECF for grants, whether on behalf of an organisation or personally.

How we obtain your data

Most of the information we hold about you has been provided directly to us by you.

In some cases, we may collect data from someone else. 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.

We also collect data from publicly available sources. Examples include information gathered from a news article or on-line media, including social media like LinkedIn or Twitter. We may also use publicly available directories and similar information such as Companies’ House.

What we do with your data and why

Supporters and Volunteers

The core purposes of our data processing are to:

  • build financial and volunteer support for HoECF through various fundraising and marketing activities
  • send communications to you about HoECF, administer donations (including, but not limited to, funds which are subject to Philanthropy Agreements)
  • administer the volunteering opportunities and programmes where we match volunteers with community needs
  • administer membership and promote the aims and objectives of HoECF 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 and to ensure that appropriate due diligence is carried out to safeguard the assets and reputation of HoECF.

We collect the following classes of information:

  • Name(s) and address, email, phone number and other relevant contact details and preferences
  • 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 West Midlands
  • Records of donations including assets used to make donations, Gift Aid status etc.
  • Records of volunteering for HoECF
  • 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 membership of HoECF where applicable

Information on Grantees

We collect the information described below to solicit and process applications for grants from HoECF. Some of the information may also be processed in the ways described above under “Supporters and Volunteers” since many grantees also volunteer for HoECF 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 preference
  • 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.

Protecting your data

  • We keep your data secure in our database with appropriate security mechanisms in place
  • In principle we do not 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 and donors. These are volunteers working with HoECF. We will also publish data on grant recipients for groups/organisations (amounts/names/purpose)

  • 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 in HoECF

  • 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 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

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

Our responsibilities

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

  • Some activities (for example sending you emails which promote HoECF’s interests) require your consent. 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 Philanthropy Agreements or organising a ticketed event. Each requires us to know who you are and to process your information 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. Relationships between donors, grantees and HoECF are often long term, and so we expect to keep your data for as long as that relationship exists, or until we no longer need 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 Philanthropy Agreement, may mean we cannot entirely stop processing your data. We will always endeavour to comply with such a request, however

  • If you are not satisfied with the way we have processed your data, then you can complain to the Office of the Information Commissioner

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, then please contact us:

Ryan Boyce, Senior Manager – Development,
Heart of England Community Foundation,
c/o PSA Group,
Torrington Avenue,
Tile Hill,
Coventry, CV4 9AP

T: 024 7688 3264
E: marketing@heartofenglandcf.co.uk
Charity number: 1117340

We may change our Privacy Notice from time to time in line with legislative or policy changes. When we do this, we will communicate it to you via our website.