This statement lets you know how we collect, use and protect your personal information. It also lets you know your rights and choices with regard to access or use of such data. If you have any questions about it please send an email to us at firstname.lastname@example.org. Our postal address is PO Box 684, Farnham, GU9 1LP.
The Armed Forces Education Trust is registered under the charity number 1167682 in England and Wales.
What is personal and sensitive data?
Personal data is data which can be used to identify you. This may include your name, date of birth, email address, home address, mobile or telephone number, financial details.
Sensitive personal data is information related to any of the following: racial or ethnic origin, political opinions, religious beliefs, trade union membership, physical or mental health, sexuality or sex life, offences and/or convictions.
We collect a variety of personal and sensitive data in order to provide you with our services. This data is collected and processed on the lawful basis of legitimate interest. If you apply for a grant, the data we typically collect includes contact information, armed forces and other employment history, financial circumstances, personal circumstances leading to the application for a grant, and details of the child who will benefit from the grant.
We would also like to get your feedback to monitor your satisfaction with the service we provide but we will only ever do so if you have given your consent.
Where will you store my data?
Your data will be stored in an electronic data management system accessible by employees and trustees of the Armed Forces Education Trust. Paper copies of your data may also be stored securely and accessed by employees and trustees of the Armed Forces Education Trust.
By choosing to a) apply for a grant or b) make a donation or legacy, you indicate your willingness to share your data (and that of your child, if relevant) and have it stored by the Armed Forces Education Trust. On applying for a grant we will ask that you and any child over the age of 12 that the grant relates to acknowledge that you have seen and read our privacy statement.
Keeping your information up-to-date
To make sure we always have the most up-to-date details about you to contact you, we may from time to time update our records to reflect any changes to your personal information. This information may come directly from you, or it may come from a third party that we consider is legitimate and trustworthy.
While we will use our best efforts to ensure that your data is kept as up-to-date as possible we ask that you contact us with any changes to your contact details.
How will you use my data?
Your data will primarily be used for the purpose of handling your application, managing your grant or recording any donation or legacy that you give to us. We will also use anonymised data for the purposes of statistical monitoring.
How long will you keep my personal information?
We will not keep your personal information for longer than is necessary in relation to the purposes for which it was originally collected, or for which it was further processed, subject to certain legal obligations mentioned below.
We will retain personal data in accordance with our data retention policy, which is set out below, after which the data will be destroyed. We review our data retention periods for personal data on a regular basis.
We hold personal data relating to:
- An enquiry or application for our help resulting in the award of a grant – for 7 years from the end of the financial year in which the final grant payment falls.
- An enquiry or application for help which does not lead to the award of a grant – personal and sensitive data is not retained though anonymised data may be kept for internal statistical monitoring.
- Donations you’ve made to us – for 7 years from the end of the financial year in which the donation was received.
- Legacy donations – for 7 years from the end of the financial year in which the donation was received.
- Subscribing to a newsletter – you can unsubscribe at any time.
Why might you share my personal and sensitive personal data? Who will you share it with?
We will only ever share your information on the lawful basis of legitimate interest unless required to do so by law.
In the case of an application for a grant, we may need to share your data with a body or organisation relevant to your application such as a school. We may also wish to contact another charity who we feel may be able to offer mutual support and for this we will seek your consent. We will only ever share that information which is necessary to process your application and manage your grant. The other body or organisation may contact you by phone, email or letter to progress your application for our help. To the extent that we disclose data to third parties we will request that they properly protect the security and confidentiality of such information and process your data in accordance with applicable law.
There are circumstances where the law allows the Trust to disclose data (including sensitive data) without your consent. These include carrying out a legal duty or as authorised by the Secretary of State or conducting any legal proceedings, obtaining legal advice or defending any legal rights.
How will you contact me?
You can contact us to change your contact preferences by emailing us at email@example.com or writing to us at PO Box 684, Farnham, GU9 1LP.
How can I protect my personal information?
To protect yourself when sending us sensitive information, please ensure that you only use devices running supported operating systems that are regularly upgraded and incorporate some form of malware protection. Only connect your devices to networks that you trust.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of your enquiry form or application for help, please keep your password confidential and do not share it with anyone else.
You have certain rights over your data and if you wish to exercise any of your rights, as listed below, please email us at firstname.lastname@example.org or write to us at PO Box 684, Farnham, GU9 1LP:
- Access to your personal data
- Update or correct your personal data if it inaccurate or incomplete
- Objection to processing of your personal data
- Rectification of personal data information
- Erasure of personal data
If you make a request relating to any of the rights listed above, we will consider your request in accordance with the data protection laws and regulations.