Privacy policy.
The Newark Trust recognises its obligation to handle personal data it collects and uses in accordance with data protection legislation and best data protection practices. This means that your personal information will be:
-Processed lawfully, fairly, and in a transparent manner.
Collected for specified, explicit and legitimate purposes.
Only collected so far as required for our lawful purposes.
As accurate and up to date as possible.
Retained for a reasonable period of time, in accordance with retention policies.
Processed in a manner which ensures an appropriate level of security.
Any questions regarding this Policy and our privacy practices should be sent by email to info@thenewarktrust.org or by writing to The Newark Trust, Gareloch Road, Port Glasgow, Inverclyde, PA14 5XH.
Why does the Newark Trust need to process personal information?
We need to process data from a wide range of stakeholders including charities, funders, individuals, suppliers and other partners to carry out our job and achieve our goals.
What information is being collected?
If you give us consent, we may collect and store information relating to any transactions carried out between you and us including:
Name, address, phone number and email address.
Bank details.
Case studies/photos/videos of your charitable activities.
If you donate to The Newark Trust, we will collect:
Your details, including payment information, will be stored securely on our website host servers and the server of our payment processing partner Stripe. Your name, address, phone number and email address will also be stored on our third-party CRM database, Salesforce.
We will keep records of your donations to the Newark Trust, but we will never disclose this information without your consent.
Who has access to your information?
Your information is suitably and securely stored and only accessible by the charity Manager and Trust Administrators. When necessary, your information is passed to the trustees.
We will never pass your information on to any third party without your permission.
How is it collected?
Information may be collected in any or all of the following ways:
Email and written correspondence.
Telephone conversations.
Visitors to our website.
Applications for funding.
Referrals from colleagues and/or mutual contacts;
Face-to-face in a meeting with a Trustee or Trustees and / or the Trust Administrators.
Conferences & events.
How will it be used?
We only use information submitted to us for the purposes of consideration of grant applications or other charitable purpose.
Who will it be shared with?
We will only share your data among the Trustees, the Charity Manager, the Trust Administrators and our auditors.
Where we store your information
Your details will be stored on electronic files and using our third-party CRM database, Salesforce.
All the information that you provide to us is stored securely within the UK and / or the EEA, and we take all reasonable steps to protect your data in accordance with this privacy policy.
How long we store the data
We will only store the information you provide for as long as is necessary. This is dictated by our legal and financial obligations as well as business requirements. We are obliged to keep copies of successful grant applications and all relative correspondence for a period of 7 years due to financial retention rules.
Website
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Requesting personal data records
The Newark Trust will allow you a right of access to your personal data and supplementary information free of charge. Any requests for information will be provided within one month of receiving the request, unless the requests are complex and numerous in which case the provision of data will be provided within a two-month period. Where requests are excessive and repetitive an administration fee will be charged to cover the administrative costs involved. Responses will be provided in an electronic format.
Complaints
If you have raised an issue regarding the handling of your data which you feel has not been suitably addresses by the Newark Trust, you can contact the Information Commissioner’s Office on 0303 123 1113 to raise a complaint. You can also find useful information on the ICO website at https://ico.org.uk/concerns/.
Review of this policy
We keep this Policy under regular review and will post and updated versions on our website. This Policy was last updated in September 2023.