1. Introduction

At Gloucestershire Community Foundation (GCF) we’re committed to protecting any personal data you share with us, or that we receive from other organisations and keeping it safe.   

This policy governs all pages hosted at www.gloucestershirecf.org.uk It does not apply to pages hosted by other organisations to which we may link and whose privacy policies may differ.  Please read the following policy to understand how your personal information will be treated. 

For the purpose of the UK General Data Protection Regulation (UK GDPR) the data controller is Gloucestershire Community Foundation.

2. Our contact details

• Name: Gloucestershire Community Foundation
• Email: info@gloucestershirecf.org.uk
• Telephone: 01242 682345
• Address: c/o The Manor, Boddington, Cheltenham, Gloucestershire GL51 0TJ.

This policy is dated April 2025.

3. The type of personal information we collect

We currently collect and process the following information:

Supporters

• Your full name
• Your contact details – address, telephone, email
• In the future we will ask and record your preferences in terms of how you want us to communicate with you
• Where it is appropriate, we may also ask for:
  • Your bank or credit card details
  • A gift aid declaration
  • For named funds – details of how/why you want your fund to be used
• We will use your data to:
  • Provide you with the services, products or information you asked for
  • Administer your donation or support your fundraising, including processing gift aid
  • Keep a record of your relationship with us
  • Ensure we know how you prefer to be contacted
  • Understand how we can improve our services, products or information
  • Enable us to produce complete and accurate financial records
  • We may also use your personal information to detect and reduce fraud and credit risk.

Grant applicants

If you apply to us for a grant on behalf of a group we will usually collect;

• Your name
• Your contact details – address, telephone, email
• Contact details of at least 3 trustees or members of your management committee
• Contact details for a referee

If you are an individual applying for an individual grant we will collect;

• Your name
• Your contact details – address, telephone, email
• Your date of birth
• Your bank account details and a bank statement
• Copy of proof of identity such as birth certificate / passport / driving licence
• Evidence that you or your family is in receipt of means tested benefits
• Contact details for a referee

We will use your data to:

• Communicate with you during our grant application and monitoring processes, and about future grant programmes
• Undertake assessment of grant applications which forms part of our normal due diligence
• Keep a record of your relationship with us
• Gain feedback to help us improve our programmes and services
• Enable us to produce complete and accurate financial records

Job applicants/Volunteers/Staff

If you apply to work with us as an employee or as a volunteer with us, we will collect:

• Your name
• Your contact details – address, telephone, email
• CV or job application
• Referee contact details

We will use your data to:

• Assess your initial suitability as an employee/ volunteer
• Keep a record of your relationship with us
• Communicate with you
• Enable us to produce complete and accurate financial records

Communications and Marketing

Our marketing communications include information about our grants, training, latest campaigns, Annual Review, events, philanthropy services and updates on need in Gloucestershire. With your consent, or where we have a contract with you or a legitimate interest based on a relationship with you (for example with our Fundholders and Community Investor network) we will contact you to let you know about the progress we are making, invite you to events, communicate updates about your fund, or grant and to ask for donations or other support.

Our communications include information on how to opt out when we send you any marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or contact info@gloucestershirecf.org.uk

If you would like to receive such communications but have not opted in please contact us on info@gloucestershirecf.org.uk.

4. How we collect information from you and why we collect it

Most of the personal information we process is provided to us directly by you for one of the following reasons when you:

• Enquire about our activities
• Make a donation
• Apply online for a grant, and any follow-up grant related communications
• Complete a grant monitoring form
• Apply for a vacancy
• Attend events organised by GCF
• Make an order i.e. an event ticket

We collect information in the public domain. Examples include information gathered from a news article or on-line media, including social media like LinkedIn or X. We may also use publicly available directories and similar information such as the Royal Mail’s National Change of Address database and Companies’ House.

This data may be used for identification, debt tracing and the prevention of money laundering. Searches may be made to verify the identity of an organisation’s management team using publicly available sources.

Where data is collected automatically, for example through our website, the data that we may collect includes technical information, including the Internet protocol (IP) address used to connect an individual’s computer to the Internet, login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.

We may also receive information about you from third parties. If you donate online or purchase a product from us (i.e. an event ticket), your card information is not held by us, it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.

GCF uses third-party web analytics services, such as Google Analytics, to collect information about your computer. This includes your IP address, browser type, and operating system. Google Analytics will also collect information about your behaviour on the GCF website – such as the number of users viewing a webpage. This data does not identify you individually and will not be shared with any third party.

The data is collected so that we understand how useful the GCF website is and help us inform any changes we make to the website to improve it.

We use the information that you have given us in order to:

• To provide you with the services, products or information you have requested
• Administer your donation including processing Gift Aid
• Administer your fund
• To keep a record of your relationship with us
• To ensure we know how you wish to be contacted
• In principle we do not share your data with anyone else or any other organisation unless it is necessary for the purpose for which you have given us the data. Examples are given below:
• We will provide information to HMRC on Gift Aided donations as we have a legal obligation to provide this information.
• We will share information on grant applicants with grant panel members and donors. These are volunteers working with GCF. We will also publish data on grant recipients for groups/organisations (amounts/name of group/purpose), but we anonymise details for any individual grantees.
• We may share basic information on the attenders at an event or function or meeting with the host or other person who is a volunteer with GCF.
• We may pass data to third party organisations that provide software/functionality, data processing or IT services to us. We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems. For example, providers of information technology, cloud-based software as service providers, website hosting and management, data analysis, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are in secure data centres around the world, and personal data may be stored in any one of them.
• Law enforcement or regulatory agencies or those required by law or regulations. Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.
• Employment: we process an applicant’s personal data to assess their initial suitability as an employee / volunteer. We keep a record of your relationship with us and communicate with you. We use your data to enable us to produce complete and accurate financial records.

Some of our suppliers run their operations outside of the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside of the EEA.

5. How we store your personal information

We will keep data for as long as is needed to complete the task for which it was collected. Relationships between fund holders, donors, grantees and GCF are often long term, and so we expect to keep your data for as long as the relationship exits, or until we no longer need it.
This will normally be for a maximum of seven years after our relationship with you has ceased although we are occasionally required to hold data for longer periods for specific programmes.

We take the security of all the data we hold seriously. Staff are trained on data protection, confidentiality and security. We have a framework of policies and procedures which ensure we regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

All information you provide to us is stored on our secure servers. Where we have given you a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.

6. Your data protection rights

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information.
• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a request, please contact us at:

• Email: info@gloucestershirecf.org.uk
• Telephone: 01242 682 345
• Address: Gloucestershire Community Foundation, c/o The Manor, Boddington, Cheltenham, Gloucestershire GL51 0TJ

7. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@gloucestershirecf.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

8. Review

This policy is reviewed, approved, and endorsed by the Board of trustees. It is updated when required by legislation, to ensure that it reflects statutory responsibilities, government guidance and best practice for GCF or every 12 months whichever is the soonest.