Westhill Privacy Notice
This privacy notice sets out how Westhill uses and protects any personal information that you give us. It explains how we look after your information and tells you about your privacy rights and how the law protects you.This privacy notice covers the following groups:
- Visitors to our Website
- Organisations applying for a grant
- Organisations applying to borrow Create Talk exhibits
A. How we use your information
1. Visitors to our website
When someone visits our website, we use Google Analytics to gather information about the use of the website e.g. how many pages people visit. The information is anonymous and is only used to help improve our website. Further information about how Google uses data can be found at www.google.com/policies/privacy/partners/
We do not use cookies on our website and we do not place cookies on a visitor’s computer when they access our website.
This privacy notice does not cover the links within our website to other websites.
We do not use cookies on our website and we do not place cookies on a visitor’s computer when they access our website.
This privacy notice does not cover the links within our website to other websites.
2. Organisations applying for a grant
What information we collect
If you apply to us for a grant, have previously received a grant or are currently in receipt of a grant we will have collected your contact details including your name, job title, email address, telephone number and postal address.
What we do with your information
The information provided in the initial contact form, application form and associated correspondence and reports is used for the legitimate interest of reviewing the grant application and ongoing administration and management of any grant awarded.
We may contact you for feedback about our application process or to ask why you did not complete an application form. We may also contact you to inform you of events and information e.g. research that is likely to be of interest.
We will not use any of your personal information in our marketing materials e.g. when we share details of the projects we fund on our website, without obtaining your consent.
We will not share your personal information with any other third parties unless we are required by law to do so or a third party has been contracted by us to perform activities related to reviewing, administering and managing your grant.
In a small number of incidences, we may gather sensitive personal data about you because your religion could be identified from the information you gave us e.g. because you tell us you are a ‘Reverend’. In these situations, we have the following additional lawful basis for processing your information:
“processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without consent of the data subjects”
Please see https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/special-category-data for further information.
We may contact you for feedback about our application process or to ask why you did not complete an application form. We may also contact you to inform you of events and information e.g. research that is likely to be of interest.
We will not use any of your personal information in our marketing materials e.g. when we share details of the projects we fund on our website, without obtaining your consent.
We will not share your personal information with any other third parties unless we are required by law to do so or a third party has been contracted by us to perform activities related to reviewing, administering and managing your grant.
In a small number of incidences, we may gather sensitive personal data about you because your religion could be identified from the information you gave us e.g. because you tell us you are a ‘Reverend’. In these situations, we have the following additional lawful basis for processing your information:
“processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without consent of the data subjects”
Please see https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/special-category-data for further information.
How long we keep your data
- If you contact us for an application form but do not submit the form, we will hold your personal information for one year.
- If you submit an application form which is unsuccessful, we will hold your personal information for one year after the Trustee meeting when the decision was made.
- If you are awarded a grant, we will hold your personal information for two years after the end of the grant.
3. Organisations applying to borrow Create Talk exhibits
What information we collect
If you contact us about Create Talk or have previously borrowed Create Talk exhibits, we will have collected your contact details including your name, job title, email address, telephone number and postal address.
What we do with your information
The information provided in the initial contact form, letter of arrangement and associated correspondence and reports is used for the legitimate interest of administering and managing Create Talk loans e.g. arranging collection.
We may contact you for feedback about our administration process or to arrange to visit the exhibition.
We will not use any of your personal information in our marketing materials e.g. when we share details of exhibitions on our website, without obtaining your consent.
We will not share your personal information with any other third parties unless we are required by law to do so or a third party has been contracted by us to perform activities related to reviewing, administering and managing your loan.
In a small number of incidences, we may gather sensitive personal data about you because your religion could be identified from the information you give us e.g. because you tell us you are a ‘Reverend’. In these situations, we have the following additional lawful basis for processing your information:
“processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without consent of the data subjects”
Please see https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/special-category-data for further information.
We may contact you for feedback about our administration process or to arrange to visit the exhibition.
We will not use any of your personal information in our marketing materials e.g. when we share details of exhibitions on our website, without obtaining your consent.
We will not share your personal information with any other third parties unless we are required by law to do so or a third party has been contracted by us to perform activities related to reviewing, administering and managing your loan.
In a small number of incidences, we may gather sensitive personal data about you because your religion could be identified from the information you give us e.g. because you tell us you are a ‘Reverend’. In these situations, we have the following additional lawful basis for processing your information:
“processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without consent of the data subjects”
Please see https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/special-category-data for further information.
How long we keep your data
We will hold your personal information for seven years in order to fulfil our legal obligations e.g. reporting to the charity commission.
B. How we look after your information
We take all reasonable steps to keep your personal information safe. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
C. Your rights
Right of access
You may request details of the personal information which we hold about you. If you would like a copy of the information held on you please email info@westhillendowment.org or write to Westhill, The Lodge, South Drive, Selly Oak, Birmingham, B29 6WE.
Right of rectification or deletion
If we hold personal information about you, you can ask us to correct any mistakes or delete any information by contacting us by email info@westhillendowment.org or writing to Westhill, The Lodge, South Drive, Selly Oak, Birmingham, B29 6WE.
Complaints or queries
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to us by email info@westhillendowment.org or write to Westhill, The Lodge, South Drive, Selly Oak, Birmingham, B29 6WE.
If you want to make a complaint about the way we have processed your personal information, please email info@westhillendowment.org or write to Westhill, The Lodge, South Drive, Selly Oak, Birmingham, B29 6WE.
If you are not satisfied with the way in which we have handled your complaint, you can raise your concern with the Information Commissioners Office at https://ico.org.uk/concerns/
D. Disclosure of personal information
We may disclose information about you to any of our employees, Trustees, officers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes as set out in this privacy notice.
In addition, we may disclose your personal information:
- to the extent that we are required to do so by law;
- in connection with any legal proceedings or prospective legal proceedings;
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and
- to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
E. Changes to this privacy notice
We will regularly review our privacy policy and will update this privacy notice as necessary.
This privacy notice was last updated on 21st May 2018.
