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Last Updated: 01/11/22

This privacy and data policy sets out how the Cornwall Community Foundation (CCF) uses and protects any information that you give us.

The CCF is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, it will only be used in accordance with this privacy policy.

Why do we need your information?

We believe that thriving communities with caring people and strong voluntary groups give everyone the chance to achieve their best. Thriving communities are built on time, money and effort that enable ambition to be achieved, potential fulfilled and ends to be met. We use personal data to help organise the giving of that time, money and effort in Cornwall.

Whose data do we collect?

We hold data on those who have given financial or other support to the CCF, those who might do, and those who apply to the CCF for grants, whether on behalf of an organisation or personally, and job applicants and staff.

How we obtain your data

The majority of the information we hold about you has been provided directly to us by you. In some cases we may collect data from someone else. Examples include where existing supporters feel you may be interested in supporting our work and suggest your name to us, or data collected via a service provider like JustGiving.

We may also use publicly available directories and similar information such as Companies’ House.

What we do with your data and why

Supporters and Volunteers

The core purposes of our data processing are to:

  • build financial and volunteer support for the CCF through various fundraising and marketing activities,
  • send communications to you about the CCF,
  • administer donations,
  • administer volunteering opportunities and programmes where we match volunteers with community needs,
  • administer membership and promote the aims and objectives of the CCF through other activities.

We may use data obtained other than from you to ensure that your contact details are up to date, to plan our fundraising and to ensure that appropriate due diligence is carried out to safeguard the assets and reputation of the Community Foundation.

We collect the following classes of information:

  • Name(s) and address, email, phone number and other relevant contact details and preferences
  • Relevant family or friends information including information on successor advisors
  • Occupation, skills and interest in philanthropy
  • Records of donations including assets used to make donations, Gift Aid status etc.
  • Records of volunteering for the CCF
  • Information about our relationship with you, correspondence, meeting notes, attendance at events etc.

Information necessary for us to manage funds you have established or supported including information on successor advisors Information on membership of the CCF where applicable.

Information on Grantees

We collect the information described below in order to solicit and process applications for grants from the CCF. Some of the information may also be processed in the ways described above under “Supporters and Volunteers” since many grantees also volunteer for the CCF or support its work in some way.

We collect the following classes of information:

  • Name(s) and address, email, phone number and other relevant contact details and preferences
  • Purpose and details about an application for a grant
  • Any other information needed for the assessment of a grant which may include financial, family, education and employment information
  • Details about any grant which was made
  • Information about our relationship with you, correspondence, meeting notes, attendance at events etc.
  • Information about suspected fraud or other criminal activities

Recruitment data

CVs and covering letters sent to us and interview questions, assessment sheets and notes made by the panel members will be kept for a year.

We collect the following classes of information:

  • Name(s) and address, email, phone number and other relevant contact details
  • Contact details of referees
  • Information about our relationship with you, correspondence and interview notes

We don’t use any profiling and don’t process any special categories of personal data.

Protecting your data

We keep your data secure in our database with appropriate security mechanisms in place.

In principle we do 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 are given below:

We will provide information to HMRC on Gift Aided donations since we have a legal obligation to provide this information.

  • We will share information on grant applicants with grant panel members and donors. These are volunteers working with the CCF.
  • We will be sharing grant awards in open data sets, personal data will not be shared and will be in line with all data sharing policies. The data will include a summary of the organisation and status along with project details including the amount awarded. The platform being used is called 360 Giving, for more information about the 360 Giving initiative please visit their website www.threesixtygiving.org.
  • We may share basic information on the attenders at an event or function or meeting with the host or other person who has a volunteer role in the Community Foundation.
  • We may pass data to other organisations, known as Data Processors, to provide specific services to us. An example would be providing data to a mailing house in order to send a newsletter. A contract is always in place with a Data Processor, and they are not allowed to do anything with your data other than that which we have requested
  • in the case of suspected or actual fraud we will share personal data with the relevant authorities, third parties under legitimate interest according to our legitimate interest assessment.

Our responsibilities

The law requires us to tell you the basis on which we process your data.Some activities (for example sending you emails which promote the CCF’s interests) require your consent. If the law requires your consent to process data in a certain way then we will obtain it before carrying out that activity.

  • Other activities are carried out to fulfil a contract or agreement. Examples include holding funds which are subject to Fund Agreements or organising a ticketed event. Each requires us to know who you are and to process your information in order to do the thing you have asked us to do. If a contract is in place then we will process your data based on that contract.
  • In all other cases the law allows us to process your data if it is in our legitimate interest to do so, but only so long as we need to and your “interests or your fundamental rights and freedoms are not overriding”. Practically speaking this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy notice.
  • We will keep data for as long as is needed to complete the task for which it was collected.

Relationships between donors, grantees and the Community Foundation are often long term, and so we expect to keep your data for as long as that relationship exists, or until we no longer need it.

Your rights

The law requires us to tell you that you have a variety of rights about the way we process your data. These are as follows:

  • Where our use of your data requires consent, you may withdraw this consent at any time.
  • Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
  • You may request a copy of the data we hold about you.
  • You may change or stop the way in which we communicate with you or process data about you, and if it is not required for the purpose you provided it, then we will do so. Activities like processing Gift Aid donations, or managing a Philanthropy Agreement, may mean we can not entirely stop processing your data. We will always endeavour to comply with such a request, however.

If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner.

Contacting us

If you have any questions about this privacy notice, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, then please contact us:

Cornwall Community Foundation, Suite 1, Sheers Barton, Lawhitton, Launceston, Cornwall PL15 9NJ

You can ask us to remove you from our database at any time by e-mailing office@cornwallfoundation.com or by writing to us at the address above or calling us on 01566 779333.

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