Who we are
When do we collect personal information and what personal information do we collect?
We may collect personal information about you as follows:
- If you fill in forms on our website, we will collect your contact details and the other information you provide in the form.
- If you contact us by any other means (e.g. email or telephone), we may keep a record of that contact and the information you provide us at that time.
- If you apply for a scholarship, we will collect a range of information which is required to process and decide your application. This may include contact details, educational and employment history (including current positions/courses), details of potential referees and any information you provide in support of your application.
- If you are successful in obtaining a scholarship, we will collect a range of further information which is required to process your scholarship and maintain our records. This may include details of the scholarship received, financial data, such as bank account details, and transaction data, including payments made to you. It may also include details as to how the scholarship has been utilised, photographs and details of your success.
- We may collect personal data relating to third parties in the course of providing scholarships, including details of referees and contact details of the various parties involved, such as colleges or educational establishments.
- We may also collect personal data in the form of contact details for individuals working or studying at horticultural colleges (including PR contacts), for the purposes of advising you on occasion of information relating to our scholarships which we believe will be of interest to you.
- If you ask to be added to our database, we will collect your name, email address and your preferences as to the types of information you would like to receive from us. The emails that we send you may contain tracking facilities, which may include the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity and other data relevant to the production of an enhanced user experience
- If you apply for employment or work with us, we will collect a wider range of information relating to you which will be set out at the time.
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Links to other websites and social media
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How do we use your personal information?
- If you visit our website, we will use information about your visit to help us make our website experience as user-friendly for as many visitors as possible on the basis that we have a legitimate interest to do so.
- If you fill in forms on our website, or contact us by any other means, we use the information you provide to respond to your enquiry or contact you on the basis that we have a legitimate interest to do so.
- If you apply for a scholarship, we will use the information you provide to consider and determine your application, contact any relevant referees and notify you of the outcome.
- If you are successful in obtaining a scholarship, we will use the information you provide to administer the scholarship, carry out any contractual obligations to you and to fulfil any legal obligations arising from your instructions. We may also use it to notify you about changes in our organisation on the basis that this is compatible with our original use of your information. We may also use your name, current employment, the details of your course, placements, your horticultural goals and ambitions, and details of your scholarship, on our website, in newsletters and in media releases. We shall use your information in this manner on the basis that we have a legitimate interest to do so as we need to further our charitable objectives by publishing details of our work.
- We will use any third party personal data collected in the course of providing scholarships to carry out any contractual obligations to our scholars, colleges and educational establishments and to fulfil any legal obligations arising.
- We may contact you on occasion with information about our scholarships if you are an individual working or studying at a horticultural college who we reasonably believe would be interested in receiving that particular communication. Any such communications are tailored and considered and are sent on the basis that we have a legitimate interest in doing so.
- If you have asked to be added to our database, we will use the information you provide to send you information about our organisation and scholarships in accordance with your stated preferences. Any information obtained via the tracking of marketing emails is used to refine future email campaigns and supply you with more relevant content based around your activity. We will do this on the basis that you have consented to us processing your personal information in this way. You can stop receiving marketing information from us at any time as these communications provide easy ways to unsubscribe or update your preferences.
We expect and require that any applicants for scholarship comply with the provisions of the General Data Protection Regulation and any other legislation governing the processing of personal data and have an appropriate lawful reason for the processing of any personal information that is supplied to us (including any third party personal data supplied relating to referees or additional beneficiaries of the scholarship).
Where do we store your personal information and how it is kept secure?
Some of the information you provide to us will be transmitted electronically, e.g. information provided via our website or by email. We would remind you that information transmitted via the internet is not completely secure and although we will do our best to protect any information transmitted in this way, we cannot guarantee its complete security.
We have put in place appropriate security measures to prevent your personal data being accidently lost, accessed or used in an unauthorised way, altered or disclosed. All information you provide to us is stored on our secure servers located in the United Kingdom, or in hard copy secure files or on secure individual computers. No information you provide to us is transferred to, or stored at, a destination outside the European Economic Area.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Who do we share your personal information with?
We may disclose your personal information to third parties if we are under a duty to disclose or share it in order to comply with any legal obligation (for example our auditors, our insurers, professional advisers and HMRC) or with your consent. We will, in particular, need to share elements of your personal data to obtain references in support of any application for sponsorship that you may make and to contact relevant colleges and educational establishments to help administer any successful sponsorships.
How long do we keep your personal information?
We will keep your personal information for the following periods of time, subject to our email data retention policy:
|Circumstances in which personal information was provided||How long do we keep it?|
|General information or enquiry submitted via website form||12 months|
|General contact or enquiry by any other means (e.g. email or telephone)||12 months|
|Application for a scholarship||Unsuccessful applications will only be retained for 12 months|
|In the course of providing you with a scholarship||Usually 7 years from the conclusion of the scholarship unless we inform you otherwise|
|Added to our communication database||Until such time as your consent is withdrawn|
Your rights in relation to the personal information we hold
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
- Website: http://davidcolegravefoundation.org.uk
- Email: email@example.com
- Post: Horticulture House, Chilton, Didcot, Oxfordshire OX11 0RN
- Phone: 0333 003 3550
You have the right to complain to the Information Commissioner about the way in which we collect and use your personal data: www.ico.org.uk/concerns or telephone 0303 123 1113.