The Dinwoodie Charitable Company (a company incorporated in England and Wales with company number 08391977 and registered charity number 1151139) is the data controller of your personal data and is subject to the Data Protection Act 2018 and the General Data Protection Regulation 2016/679 (“GDPR“).
As part of our business we collect and manage personal data from both grant applicants and fromprofessional service providers. As a grant-making charity, applicants for funding voluntarily provide information in order to facilitate our grant-making and to further our charitable activities. Such activities may involve the publication on our website of lists of award holders.
About this Document
This privacy notice explains how The Dinwoodie Charitable Company (“we“,”our“, “us“) collects, uses and shares your personal data, and what your rights are in relation to the personal data we hold. This privacy notice concerns our processing of personal data of:
– Applicants for grant funding
– Grantees (i.e.those grantees who have been awarded funding)
– Visitors to our website at www.dinwoodiecharity.com
– Professional service providers, which include lawyers, accountants, quantity surveyors.
(together, “you” and “your” shall be interpreted accordingly)
How we collect your information
We may collect your personal data in a number of ways, for example:
– From information you provide to us when you interact with us as a professional service provider
– From information you provide to us when you interact with us before making an application for grant funding
– When you submit a formal application for an award
– When you communicate with us by telephone, email or via our website in order to make enquiries about an application or an award
– ln various other ways as you interact with us during your time as a grantee for the various purposes set out below.
Where you provide us with personal data relating to others, we understand that you are authorised to provide that information to us, and that you have provided this Privacy Notice to them.
The types of information we collect
We may collect the following types of personal data about you (and anyone at your organisation who we need to carry out due diligence checks on) for example:
– contact and communications information, including:
– your contact details (including email addresses, telephone numbers and postal addresses)
– your communication preferences
– records of communications and interactions we have had with you, including information provided through our website.
– biographical, educational and career information, including:
– your name and title
– details of your education, including academic achievements
– details of your professional activities and employment including professional achievements
– and any other information relevant to a grant funding application or award.
How we use your information
The purposes for which we may use your personal data are all designed to further our charitable objectives, which are essentially for the public benefit to support the provision of medical and healthcare education and training to people in England in such ways as the directors think fit. We do this by:
– Reviewing applications for grant funding and assessing their relative merits, including by considering whether the application fits one of our current areas of funding and arranging visits to your premises as appropriate;
– Providing you with information about our awards, our activities and publishing case studies about our grantees on our website www.dinwoodiecharity.com
– Maintaining an archive with records of previous grants and previously supported grantees;
– lnternal record keeping including management of any feedback.
The legal basis for processing your information and how we use it
Under GDPR we must have a legal basis for processing your personal information. We will process your personal data on the basis that it is necessary for the performance of our contract with you or in order to take steps at your request prior to entering into a contract in the following situations:
– To interact with you before you make an application for one of our awards
– When you submit a formal application for an award in order to assess your eligibility for an award
– lf you are successful in your application, to provide you with an award in accordance with all the relevant terms and conditions
– For any other purpose for which you provide us with your personal data in connection with an application or award, such undertaking due diligence prior to making the award.
We will also process your personal data on the basis that it is in our legitimate interests for us to do so in the following situations:
– To interact with you in respect of the administration of the Dinwoodie Charitable Company and its assets
– To deal with any concerns and feedback you may have
– To monitor and evaluate the performance and effectiveness of our awards
– To seek advice on our rights and obligations, for example where we require our own legal advice
To keep you informed of information which may be of interest to you.
We will also process your personal data for our compliance with our legal obligations. ln this respect we will use your personal data for the following:
– To meet our compliance and regulatory obligations
– For the prevention and detection of crime
– ln order to assist with investigations carried out by the police.
We may also process your personal data where:
– lt is necessary for the establishment, exercise or defence of legal claims
Sharing your information with third parties
For the purposes referred to in this privacy notice we may share your personal data with certain third parties. We may disclose limited personal data to a variety of recipients including:
– To our service providers for the purpose of administering of grant applications, awards and payments
– To our external auditors
– When the Trust is legally required to do so, for example by the Charity Commission
We will only disclose personal information to the above third parties as is necessary for them to carry out the function or purpose for which it has been disclosed.
We will not share your personal information with third parties for marketing purposes.
Our legal basis for sharing your personal information with the third parties listed above is that it is in our legitimate interests to do so. lf you would like further information about our legitimate interests please contact us as set out below in contact information.
lnternational Data Transfers
Since the Trusts grant making activities are solely UK based, we do not transfer your personal data outside the United Kingdom.
How long your information is kept
Personal data relating to unsuccessful applicants is deleted within two years of the end of the application process.
For successful applicants (grantees), we may retain your personal data for up to six years after you have finished complying with the terms of the award.
Personal data in respect of professional service providers for up to three years after our professional relationship ceases.
Under the GDPR, with effect from 25th May 2018, you have the following rights in relation to our processing of your personal data. Note that these rights are not absolute, and we may be entitled (or required)to refuse requests where exceptions apply.
– To obtain access to, and copies of, the personal data that we hold about you.
– To require us to correct the personal data we hold about you if it is incorrect.
– To object to our legitimate interests.
– To require us to erase your personal data in certain circumstances.
– To require us to restrict our data processing activities in certain circumstances
– To ask us to provide you with a copy of your personal information in a machine-readable format
and to transfer this personal data to other entities in certain circumstances.
– To ask us to transfer your personal data in certain circumstances.
– Where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal. Your withdrawal notice should be sent to the data controller at the address set out below.
If you have any queries about this privacy notice or how we process your personal data, or if you wish to exercise any of your rights under applicable law, you may contact us by:
Post: The Dinwoodie Charitable Company. c/o Irwin Mitchell, Thomas Eggar House, Friary Lane,
Chichester, West Sussex, PO19 1UF