We aim to support three areas:
The Baxi Heating Charitable Trust and Baxi Heating UK Limited are joint data-controllers for The Baxi Heating Charitable Trust (“we”, “us”, “our”). This means that we are responsible for deciding how personal information about you is held and used. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations under data protection legislation, including the General Data Protection Regulation (EU) 2016/679 and the Data Protection Act 2018.
The purpose of this privacy notice is to make all applicants aware of how and why we collect and use their personal information, both during and after the application process. It will be relevant to those applying to the Baxi Heating Charitable Trust for funding and makes applicants aware of how their personal data will be used and how long it will usually be retained for. It provides applicants with certain information that must be provided under data protection legislation.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
What information do we collect?
We collect this information in a variety of ways. For example, data might be captured via the application form on our web site, through other supporting documents provided and / or collected through personal communication with you or other forms of assessment.
We may also collect personal data about you from third parties, such as the Charities Commission.
Where will the information be stored?
Data will be stored in a range of different places, including on your application record and in management systems and on other IT systems (including email).
Why do we process personal data?
We need to process data to take steps at your request as part of the application assessment procedure. If you are a successful applicant, we will also need to process your data to award you the funding that you have applied for.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to carry out due diligence to determine the charitable status of the organisation(s) applying for funding.
We hold a legitimate interest in processing personal data during the funding assessment process and for keeping records of the process. Processing data from funding applicants allows us to manage the funding process, assess and confirm an applicant's suitability for a grant and decide who to award funding to.
We will not use your data for any purpose other than the funding assessment and award process for which you have applied.
Who has access to the data?
Your information will be shared between the Baxi Heating Charitable Trust and Baxi Heating UK Limited as joint data controllers for the purposes of processing. This includes members of the Trustee Board, and the administrator of the Baxi Heating Charitable Trust.
We will not share your data with third parties, other than professional support bodies and the Charities Commission.
We will not transfer your data outside the European Economic Area.
How do we protect data?
We take the security of your data seriously. We have internal policies and controls in place to try and help ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by the appropriate individuals in the proper performance of their duties.
For how long do we keep data?
Please be aware that for our charity legal reporting obligations we are required to retain details of all funding applications made. Please contact us for further details of our retention policies.
As a data subject, you have a number of rights. You can:
If you would like to exercise any of these rights, or have any questions or concerns relating to the handling of your personal data, queries related to subject access requests, your rights or want to make a complaint about how we are processing your data, please contact:
Privacy Compliance Manager
Tel: +44 (0)1926 478 312
If you are not satisfied with our processing of your personal data, you have the right to lodge a complaint with the relevant supervisory authority, the Information Commissioner’s Office, at any time by visiting www.ico.org.uk/make-a-complaint or by telephone on 0303 123 1113.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to us during the funding application process. However, if you do not provide the information, we may not be able to process your request.
Changes to this privacy notice
We may amend this privacy notice from time to time to keep it up to date and to ensure we comply with regulatory requirements. You should check this privacy notice regularly for updates.
This notice was last updated on 22 July 2020.