Privacy Policy

The Volvox Trust – Privacy Statement 

Who we are

This is the privacy statement of The Volvox Trust (the “Trust”). The Trust respects your privacy and is committed to protecting your personal data. This privacy statement will inform you as to how we look after your personal data when you interact with us, and tell you about your privacy rights and how the law protects you.

Types of personal information we collect 

We may collect, use and store different types of personal information about you, which we have grouped together as follows:

When submitting an application to the Trust please consider what personal information you include about other individuals. Please only provide us with personal information where you think it is necessary in order for the Trust to assess your application. Where possible, we suggest anonymising any references to other individuals, so that they cannot be identified. 

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences

How we use your personal information 

The table below explains how we use your personal information and the reasons that we rely on in doing so.  Where these reasons include legitimate interests, we explain what these legitimate interests are.

Where we collect your personal information from

We may collect personal information about you (or your organisation) from the following sources: 

• Data you give to us: This includes when you talk to us over the phone, email us or submit an application form for grant funding.
• Data we collect in relation to grants that we award: This includes information in records we keep in relation to previous grants that we have given including the date of the grant and the amount awarded.

Who we share your information with

We may share your personal information with the following third parties:

• Service providers: This includes our IT services provider.
• Professional advisors: This includes our legal advisers and accountants.
• Regulators: This includes HMRC and OSCR.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

How we use your information to make automated decisions

You will not be subject to decisions that will significantly impact on you based solely on automated decision-making.

If you choose not to give your personal information

Where we need to collect your personal information in order to meet our legal obligations or under the terms of a contract we have with you and you fail to provide that data when requested, it may delay or prevent us from being able to perform the contract we have entered into with you and/or comply with our own legal obligations. In some circumstances it may, for example, result in us being unable to process your application for grant funding.

How long we keep your personal information

We will retain your personal information for as long as it is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. 

To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. 

If you would like more detail on the retention periods for different aspects of your personal information, you can request more information by contacting us as set forth in the Contact information and further advice section below.

Where we hold your personal information internationally

We do not transfer your personal information outside the United Kingdom.

Your rights

Under UK GDPR, you may have certain rights as regards your personal information. These include:

Access to your information – You have the right to request a copy of the personal information about you that we hold.  

Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – You have the right to ask us to delete personal information about you where:

• You consider that we no longer require the information for the purposes for which it was obtained
• We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below
• You have validly objected to our use of your personal information – see Objecting to how we may use your information below
• Our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes.  In addition, where we use your personal information to perform tasks carried out in the public interest or pursuant to the legitimate interests of us or a third party then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information.  The right might also apply where this is no longer a basis for using your personal information but you don’t want us to delete the data.  Where this right to validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances. 

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information in relation to your request to speed up our response. 

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 

Changes to our privacy statement

We keep this privacy statement under regular review and will advise of any changes. place any updates on this website.  Paper copies of the privacy statement may also be requested from us.

This privacy statement was last updated in May 2023.

Contact information and further advice

If you have any questions about this privacy notice or how we handle your personal information, please contact volvoxtrust@brodies.com.

Complaints

We seek to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office:

Online: https://ico.org.uk/global/contact-us/email/

By phone: 0303 123 1113

By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF