Our privacy and data principles as part of this policy, aim to:
- Provide clear and transparent information about how we use your data
- Give you the choice about how we use your data
- Use your data appropriately and in a way that would be reasonably expected by you
- Only share your data with other organisations where you have given prior consent for us to do so
- Take active steps to protect your data from harm
- Ensure that our staff and partners understand these principles and their responsibilities in delivering them
Who we are
Hamilton Davies Trust (HDT) is a registered charity (Number 1106123) providing charitable support to the local communities of Irlam and Cadishead (Salford), and also to Rixton-with-Glazebrook (Warrington). We do this by awarding grants, which can range from small donations of a few hundred pounds to more significant investments. We also work in partnership with key stakeholders to drive forward regeneration in the area.
- What data we collect from you and why;
- How we will collect, use and process your data;
- How you can access, amend or remove the data we hold about you
What is Personal Data?
Personal data is information which relates to an individual who can be identified from that information.
Under the new GDPR guidelines 2018 we are required to confirm the lawful basis by which we will be collecting and holding personal data. All of the personal data that we collect and process should be covered by the following:
- Legitimate Interests: this means we can process your data where it ‘is necessary for the purposes of the legitimate interests pursued by (us) or by a third party, except where such interests are overridden by the interests of the fundamental rights of freedom of (you) which require protection of personal data’. This lawful basis applies to our business partners, third parties, grant applicants and suppliers.
- Consent: this means that the individual has provided clear consent for us to process their personal data for specific purposes.
What information do we collect from you?
Through the course of our business, we may need to collect some or all of the following information, dependant on the relationship we have with you.
- Mobile number
- Landline number
- Email address
- Postal address
- Twitter handle
- Facebook handle
In addition to the above information, we may also from time to time collect further data you choose to provide, relevant to our relationship with you.
If you would like to stay in contact with us and receive information on things such as our services, projects, community events and more, then please complete our General Consent Form.
Details of staff personal data and processing is contained within our staffing policy.
How do we collect your information?
We collect personal data directly from you or from third parties. We have a number of formats of data collection which can include:
- General consent form – this enables you to select the areas of our business / services that interest you and for which we can contact you for
- Image consent form(s) – a selection of forms which cover adults, minors and groups. They enable you to provide consent for the capture and use of testimonials, photography, video and audio in a variety of marketing materials cross-channel
- Website disclosure form – these forms will confirm the contact information and consent to disclose personal details online
How we use the information
All personal data collected from the various forms will be input into our central database. All forms will be scanned into the system to confirm consent and the original document shredded.
The database will also hold information from our partners, third-parties and suppliers with whom we work with for legitimate interests.
The information we hold will be used to contact you in relation to the subjects selected and / or to continue our legitimate interest and business together.
The personal data we hold about you will only be processed and accessed by HDT personnel. We will not pass on any of your information to our third-party partners without your specific prior consent.
How long we hold your information
The time period for which we keep information may vary according to what the information is used for. We will only keep your data for as long as it is relevant and useful for the purpose for which it was collected and which you agreed to.
If we do not have ‘meaningful contact’ with you (or, where appropriate, the company you are working for or with) for a period of 5 years, your data will be deleted from our database.
If our relationship continues with you and / or your organisation, we will request your consent every 5 years to ensure that we can continue working together.
How you can access or amend the personal information we hold about you
You can find out what information we hold about you or amend details at any time by submitting a request in writing to [email protected] or Hamilton Davies Trust, Hamilton Davies House, 117c Liverpool Road, Cadishead, M44 5BG. All requests will be dealt with as quickly as possible but ultimately within 30 days.
Deleting your information
At any time, you can request that we delete your data from our records. This request must be submitted in writing to [email protected] or Hamilton Davies Trust, Hamilton Davies House, 117c Liverpool Road, Cadishead, M44 5BG. This request will be dealt with as quickly as possibly but ultimately within 30 days.
We are not obliged however, to remove photos, video or audio that has previously received specific approval for materials that have already been published, i.e.: videos already on YouTube, images featured in an annual report, etc.
During the consent process, you may have signed up to certain preferences for marketing communications. These preferences can be changed at any time by completing a new consent form, which can be downloaded from our website or collected from Hamilton Davies House, 117c Liverpool Road, Cadishead, M44 5BG.
We will deal with all requests as promptly as possible but ultimately within 30 days.
We do not specifically collect information about children unless they are featured in film or photography. In these instances we will always request prior consent from their parent / guardian of the child, or the organisation / club we are working with on that specific project. i.e.: working with a school who already has pre-consent from the child’s parent / guardian.
Protecting your information – how and where we keep it?
We take protecting personal data very seriously and will do the utmost to employ appropriate organisational and technical security measures to protect you against unauthorised access or disclosure.
All of the personal data we retain is held in a central database which only HDT employees are authorised to access.