This privacy notice explains what personal data is collected by the Armed Forces Covenant Fund Trust through our grant making activities and how and why we use this data.
Personal data is any information that relates to a living individual who can be identified from that data. Personal data which we collect can include your name, address, date of birth, telephone number, email address or photograph.
If you contact us we may collect personal data about you and other people connected to your organisation. If your organisation applies for funding, we will also collect personal data on application forms.
Sometimes, our grant holders and evaluators send us information about individuals who benefit from projects funded by our grants.
We will keep your personal data up-to-date and store it securely. We will put appropriate technical measures in place to protect it from loss, misuse, unauthorised access and disclosure, and not collect or retain excessive amounts of personal data.
When we have held your personal data for the maximum period of time allowed by data protection laws, and in line with our archive and retention policy, we will destroy it securely.
We will keep in contact with you throughout the life of your grant and may send you regular advice about your grant. This communication will contain useful information on a range of things including how to publicise your grant and good practice ideas.
Staying in touch with us about your grant forms part of the agreement that you make with us when you apply for funding and enter into a grant agreement with us.
We may use your personal data to help your organisation apply for grants and to assess its applications. We may carry out checks on your personal data as described below.
If a grant is awarded, we use your personal data to manage and monitor the grant and to check the money is being used appropriately. If you don’t provide this personal data, we may not be able to process your application or award a grant to your organisation.
We may also use your personal data to evaluate and research the impact of our grants and to let you know about our grants and other activities. The results of our evaluations and research may be published, but we won’t publish your personal data without your agreement.
We regularly send news and information about other funding programmes and general news. You can choose whether or not to receive this information. By signing up to receive our newsletter you agree to us storing your contact details for this purpose only and acknowledge that your information will be transferred to Mailchimp for processing. Your details will be kept private and will not be shared with any other third party.
You can unsubscribe from our newsletter at any time by simply following the prompt at the bottom of any of our newsletters.
Sharing your personal data
We may share your personal data with organisations which help us to carry out our grant making activities. For example, we share personal data with organisations which help evaluate the impact of our grants on communities.
Organisations which support our IT software and systems may also have access to personal data.
In each case, we will only share personal data needed to carry out their work, and will do so subject to appropriate safety measures that are designed to ensure your personal data remains secure and is only used for the intended purpose.
We may also share personal data with government departments or other third parties who have funded the grants, where this is a condition of their funding.
We may also share your organisation’s contact details with your local parliamentary representative, as they may want to contact you about the grant.
We might share your application with external assessors.
We may also enable law enforcement agencies, regulators, Government, and other funders to access and use your personal data to detect, investigate and prevent crime.
We make grants using public funds. The Freedom of Information Act gives the public access to information held by public bodies.
The Armed Forces Covenant Fund Trust follows the spirit of openness within the Freedom of Information Act, and if a member of public asks for information regarding how grants are spent we may share details of your application or grant monitoring with them.
We would look to limit the personal data shared in these circumstances. We would not generally share information during the assessment process, but may share information if a grant is awarded using public funds.
Your rights around your personal data
Your personal data is protected by legal rights. These include the right in certain circumstances to:
- request a copy of your personal data held by the Trust
- ask for your personal data to be erased, for example, if we no longer need it for the purpose we collected it
- request that we suspend the processing of your personal data, for example if you want us to establish whether it is accurate or the reason for processing it
- object to the processing of your personal data where we are processing it in the exercise of our official authority.
If our processing of your personal data relies on your consent, you also have the right to withdraw your consent at any time and the right to ask for your personal data to be transferred to another organisation (known as the right to data portability).
For more information or to exercise your data protection rights, please contact our Data Protection Officer using the contact details below. There are other rights not listed here and exemptions may apply in some circumstances.
If you are unhappy about how your personal data has been used, or if you have any queries, please do contact us.
You also have a right to complain to the Information Commissioner’s Office – contact details below – which regulates the processing of personal data.
If you have any questions, queries or complaints, and to exercise your personal data rights, please contact us at firstname.lastname@example.org
You can contact the Information Commissioner’s Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.