The Segelman Trust
Charity Registration Number: 1079151
Privacy Notice
Introduction
The Segelman Trust is committed to protecting your data and privacy in accordance with the provisions of the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) 2018.
This privacy notice tells you what to expect when we collect your personal information. It tells you how we will use the information and the rights you have in relation to this.
Who looks after your personal information?
Under the terms of the Data Protection Act 1998 and GDPR 2018, The Segelman Trust is what is known as the ‘Controller’ of the personal data you provide to us. More information on the Trust can be found on the Charity Commission website: The Segelman Trust
Your personal data
What we collect:
We only collect basic personal data about you, which includes your name, email address, business address and telephone number.
Why we collect it:
Under the GDPR, The Segelman Trust processes personal data on the basis of:
legitimate interest in relation to our operations and grant-making activity;
a contract or agreement which the organisation has entered into.
We collect this basic personal data so that we have a point of contact and can efficiently:
deal with your enquiries and requests;
consider a funding proposal;
take out a reference;
administer a grant;
pay grants promptly;
pay service providers promptly;
keep in contact with you to monitor the impact of our grants;
meet statutory requirements in providing information - to auditors for example; and
provide information to contractors or consultants or other professionals assisting or advising us.
How we collect it:
When an organisation or project is being considered for a grant from the Segelman Trust, or a professional contract is entered into, personal information is given to us over the phone or sent by email or by post.
What we do with your personal data
Any personal information provided to us, including that of referees, is used only for assessing the organisations being considered for a grant and the ongoing administration and management of any grants that are awarded. Information on organisations that are unsuccessful in securing a grant is held strictly for historical purposes.
When you are being considered for a grant from the Segelman Trust, the information you provide to us over the telephone, email or by post will be transferred to and held in our electronic file sharing system and customer relationship management (CRM) system.
The Segelman Trust shares some administrative back office functions with Greenwood Place. Basic personal contact information held on our filing system and CRM may be seen by employees of Greenwood Place in strict accordance with the security measures outlined in this policy. If the relationship with Greenwood Place ends or changes at a future date, the Controller will ensure that all data collected by the Segelman Trust is no longer retained by Greenwood Place.
The Trust’s Director uses a personal laptop and phone when working outside the office. Security features to protect data on these personal devices include password protection as well as automatic locking when devices are left idle for a particular period of time. Such measures minimise the risk of a data breach.
The Controller will ensure that any personal data processed during the course of business for the Segelman Trust is not retained on any employees’ personal devices used for work purposes once they no longer work for the Trust.
This information includes your name, address, telephone number and email address, and any other information about your organisations collected to the extent necessary to decide about making a grant, and to manage any grant that we award.
All the personal data we collect is processed by our trustees and contractors in the UK.
We will not transfer your data to another organisation.
Who will see your data?
Your information may, for the purposes set out in this Privacy Policy, be disclosed to:
our trustees;
our contractors;
referees provided by you;
third party consultants, contractors or other service providers (such as IT support) to us;
our auditors.
We may publish the names of organisations that have received grants from us in our annual report and accounts, on our website or in open source data – 360 Giving.
How long we keep your personal data?
We will retain your data for the time needed to assess a funding proposal, the duration of any grant award that may be made to your organisation, the duration of any grant management function that may arise and for as long as we may need to analyse data to inform future grant making policy/processes.
Information security
We believe that we have appropriate policies, rules and technical measures to protect the personal data which we have under our control (having regard to the type and amount of that data), from unauthorised access, improper use or disclosure, unauthorised modification, unlawful destruction or accidental loss.
All of our trustees and contractors who have access to, and are associated with, the processing of your personal information are obliged to respect the confidentiality of your information.
We ensure that your information will not be disclosed to third parties without your consent except if required by law or when requested to by regulatory bodies.
Please be aware that communications over the Internet, such as emails/webmails are not secure unless they have been encrypted. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.
What are your rights?
If at any point you believe the information we process about you is incorrect you may request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact our office and we will investigate to resolve the matter. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office (ICO).
Under the General Data Protection Regulation (GDPR) 2018, you have a number of rights in relation to your personal information including:
The right to access personal information we have about you. Individuals can find out if we hold any personal information by making a ‘subject access request’ (SAR);
The right to ask us to correct personal information that is wrong or incomplete;
The right to ask us to stop using or delete your personal information;
Changes to this privacy notice
We will keep our privacy notice under regular review.
How to contact us
If you want to request information about our privacy policy you can email katy.golding@segelmantrust.org or write to:
Katy Golding
The Segelman Trust
c/o Greenwood Place
West Wing
Somerset House
London WC1H 3LR