Data Privacy Notice

Introduction

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:

• used lawfully, fairly and in a transparent way;
• collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
• relevant to the purposes we have told you about and limited only to those purposes;
• accurate and kept up to date;
• kept only as long as necessary for the purposes we have told you about; and
• kept securely.

  
  What information do we collect?
  

• We collect a range of information about you / the person the application relates to. This includes:
• name, address and contact details, including email address and telephone number; and
• certain information relating to the funding application, such as why you are requesting funding, its proposed value and who / where to pay the funds should the application be successful.

  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.

  Your rights

  As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• request that we change incorrect or incomplete data;
• request that we delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;