This Privacy Notice is for prospective, current or past grant applicantsto The Road Safety Trust. Employees and Trustees have different Privacy Notices, as part of the organisation’s compliance with GDPR.
We understand that your privacy is important to you and that you care about how your personal data is used. We respect and value your privacy and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information About Us
The Road Safety Trust is a company registered in England under company number 8837451 and charity registered under charity number 1156300. We are an independent charitable trust dedicated to supporting projects and research aimed at making the UK roads safer for all road users. We are data controllers for the purposes of the GDPR and are registered with the Information Commissioners Office.
Registered address: Critchleys LLP, Beaver House, 23-38 Hythe Bridge Street, Oxford OX1 2ET
Data Protection email address: email@example.com
2. What Does This Notice Cover?
This Privacy Notice explains:
- how we use your personal data;
- how it is collected;
- how it is held;
- how it is processed.
It also explains your rights under the law relating to your personal data.
3. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679, the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
a)The right to be informed about our collection and use of your personal data.This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 10.
b) The right to access the personal data we hold about you. Part 9 will tell you how to do this.
c) The right to have your personal data rectifiedif any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 10 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 10 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to objectto us using your personal data for a particular purpose or purposes.
g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact the Data Protection Officer using the details provided in Part 10.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
5. What Personal Data Do We Collect?
We will only collect personal information from you where we have a legitimate reason to do so and/or you give your explicit consent.
Legitimate Interest:When you register on our website to apply on-line, we only collect your email address. When you apply for a grant for your organisation from us, we will collect personal data so that we can contact you about your organisation’s application, assess the application, contact you about any grant we can or can’t make and in order to monitor the grant; and for carrying out associated administration and research. We may also contact you about events, news or research relevant to your grant.
Consent:We will also seek consent to hold personal data to contact you occasionally with other news and invitations relevant to road safety and for your views on our funding programmes.
6. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. The following will be taken into account when deciding how long to keep personal data:
- The need to keep accurate grant making records
- The timeframe and extent to which limited personal information needs to be retained to achieve the objective of the grant.
7. How and Where Do You Store or Transfer My Personal Data?
We use a database and application called Blackbaud Grant-Making to assess and manage our grants and this is hosted in a secure Microsoft Azure data centre within the EU. The management of the database is jointly done by staff at Buzzacott and Blackbaud Europe.
Blackbaud Europe is fully committed to making sure their solutions are compliant with all regulations as they are currently. Blackbaud take their commitment to protecting it extremely seriously. Their security, privacy, and risk-management teams work every day to ensure the safety of your data by adhering to industry standard practices, conducting ongoing risk assessments, testing the security of their products and continually assessing their infrastructure.
Blackbaud maintain numerous security certifications including:
- PCI-DSS & PCI PA-DSS
- EU-US Privacy Shield
- Sarbanes Oxley
Their solutions meet rigorous international security and privacy standards, as validated by external auditors. For more information please visit their website – https://www.blackbaud.com/security
Buzzacott’s Business Continuity plan has been designed to ensure systems are in place of prevention and recovery to deal with any potential threats. Buzzacott has the Cyber Essentials accreditation and as a regulated entity under the ICAEW are scrutinised on their approach to information security and confidentiality.
8. Do You Share My Personal Data?
We may use assessors, advisors, or consultants to assist us with the grant application and management process, including evaluation and research activities. We will ensure a data processing agreement which meets the standards of GDPR is in place. This is a legitimate interest as it helps to ensure the quality and impact of our funded work.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
9. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 10.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
10. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
Email address: firstname.lastname@example.org
Postal Address: Data Protection Officer – Road Safety Trust, c/o Critchleys LLP, Beaver House, 23-38 Hythe Bridge Street, Oxford OX1 2ET
11. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change the way we work in a way that affects personal data protection.
Any changes will be made available on our website.