Privacy Notice

“The Joanna Toole Foundation”, “we”, “us” and “our” means The Joanna Toole Foundationand we are committed to respecting your privacy.

We are registered as a charity in theUK (1188031) and our registered address is at 31 Egremont Road, Exmouth, EX8 1RX.

About this privacy notice

For the purposes of data protection law, we are a data controller in respect of your personal data. The Joanna Toole Foundationis responsible for ensuring that it uses your personal data in compliance with data protection law.

The privacy notice sets out the basis on which any personal data about you that you provide to us, that we create, or that we obtain about you from other sources, will be processed by us. Please take the time to read and understand this privacy notice.

Personal data that we collect about you

We will collect and process the following personal data about you:

  • Information that you provide to us. This includes information about you that you give us by filling in forms or grant applications, or by communicating with us, whether face-to-face, by phone, e-mail or otherwise. This information may include:
    • Name, title, date of birth, contact address, roles within your organisation and relevant experience (including your academic record and history of involvement in charitable institutions);
    • Financial information such as bank account details for the purpose of making grant payments;
    • Record of communications and interactions we have had with you, including information provided through our website or via social media;
    • Where you provide us with personal data relating to others we understand that you are authorised to provide that information to us and that you have provided this Privacy Notice to them as appropriate.
  • Information we collect or generate about you. This includes:
    • Financial information including records of grant payments to you
    • Financial information where you make payments to us, including assets used to make donations, Gift Aid status etc;
    • Information about our relationship with you, correspondence, meeting notes, attendance at events;
    • Information in order to form grant giving policy, fundraising policy, strategy, record keeping.
  • Information we obtain from other sources.
    • In order to consider and implement grants, we may obtain information about you, concerning your relevant past experience from referees identified by you, or with your knowledge;
    • Information recorded on publicly available sources, including news articles, on-line media, social media, directories or registries (such as Companies House) in order to assess grant application, monitor awards and form grant giving and fundraising policy and strategy ;
    • Information from existing grantees or supporters who feel you may be interested in our work and suggest your name to us;
    • Data collected via a service provider like JustGiving or Virgin Money Giving.
Uses of your personal data

Your personal data may be stored and processed by The Joanna Toole Foundationin the following ways and for the following purposes:

  • Dealing with your enquiries and requests;
  • Send communications to you;
  • If you are applying for or receiving a grant, we need to collect your basic personal data, such as name, address, telephone number and email address and financial information in order to administer application records, assess your grant applications, award grants effectively, pay grants promptly and monitor the impact of grants.  We also need this information in order to provide us with a point of contact;
  • We may obtain information about you from referees in order to assess your grant applications;
  • If you wish to support The Joanna Toole Foundation through donations, volunteering or in other ways, we may need to collect your basic personal data such as name, address, telephone number an email address in order to provide us with a point of contact in order to facilitate that support.  We may also need to collect financial information in order to facilitate payment of a donation.

We are entitled to use your personal data in these ways because:

  • the use of your personal data as described is necessary for our legitimate interests, such as assessing and processing grant applications, monitoring applications made, keeping in contact with you, receiving support including donations and developing grant giving and fundraising policy;
  • we have legal and regulatory obligations that we have to discharge;
  • we may need to in order to establish, exercise or defend our legal rights or for the purpose of legal proceedings.
Disclosure of your information to third parties

We will 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 of where we may share your data include:

  • Provision of information to HMRC on Gift Aided donations (in accordance with our legal obligations);
  • On our website and other communications in order to report (including to our donors and supporters) on the award of grants, and updates on the projects facilitated wholly or in part by the grant award;
  • to third party suppliers, agents or contractors (for example, the providers of our electronic data storage services) for the purposes of providing services to us. These third parties will be subject to confidentiality requirements and they will only use your personal data as described in this privacy notice;
  • to the extent required by law, for example if we are under a duty to disclose your personal data in order to comply with any legal obligation, establish, exercise or defend our legal rights.
Transfers of personal data outside the European Economic Area

The personal data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside of the EEA who work for one of our suppliers, agents or contractors. This will be most likely where referees contacted in relation a grant application are based outside the 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.

Retention of personal data

How long we hold your personal data for will vary. The retention period will be determined by various criteria including:

  • the purpose for which we are using it – we will need to keep the data for as long as is necessary for that purpose; and
  • legal obligations – laws or regulation may set a minimum period for which we have to keep your personal data.
Your rights

You have a number of legal rights in relation to the personal data that we hold about you. These rights include:

  • the right to obtain information regarding the processing of your personal data and access to the personal data which we hold about you;
  • the right to withdraw your consent to our processing of your personal data at any time. Please note, however, that we may still be entitled to process your personal data if we have another legitimate reason (other than consent) for doing so, and if you have entered into a separate agreement with us, you may be subject to a contractual obligation to permit certain processing.
  • in some circumstances, the right to receive some personal data in a structured, commonly used and machine-readable format and/or request that we transmit those data to a third party where this is technically feasible. Please note that this right only applies to personal data which you have provided to us;
  • the right to request that we rectify your personal data if it is inaccurate or incomplete;
  • the right to request that we erase your personal data in certain circumstances. Please note that there may be circumstances where you ask us to erase your personal data, but we are legally entitled to retain it;
  • the right to object to, and the right to request that we restrict, our processing of your personal data in certain circumstances. Again, there may be circumstances where you object to, or ask us to restrict, our processing of your personal data but we are legally entitled to continue processing your personal data and / or to refuse that request; and
  • the right to lodge a complaint with the data protection regulator (details of which are provided below) if you think that any of your rights have been infringed by us.

You can exercise your rights by contacting us using the details set out in the “Contacting us” section below.

You can find out more information about your rights by contacting the Information Commissioner’s Office, or by searching their website at https://ico.org.uk/.

Contacting us

If you would like further information on the collection, use, disclosure, transfer or processing of your personal data or the exercise of any of the rights listed above, please address questions, comments and requests to info@joannatoolefoundation.org.