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Privacy Notice

Who we are

We understand that privacy is very important to you and are committed to protecting and respecting your privacy.

This Privacy Notice explains how we collect, use and disclose your personal data, and your rights in relation to the personal data we hold. In this Privacy Notice, The McGlashan Trust is the data controller of your personal data and is subject to the UK General Data Protection Regulation (the “UK GDPR”) and any locally applicable data protection laws, such as the Data Protection Act 2018 (DPA 2018).

Personal data means any information that we hold, or are likely to hold, relating to an identified or identifiable living individual. In practice, this means personal information we hold about users of our Website and applicants (including any representatives of applicants) for, and recipients (including any representatives of recipients) of, funding granted by us.

What personal information we collect

Grant Applicants – All applications are made either directly via the applicant or via a third party (e.g. an HE / FE institution) and will include personal data in respect of the named applicant. Within each application, we may collect the following categories of personal data about you:

  • Your name and contact information such as your address, email address and telephone number;
  • Biographical information which may confirm your identity including your date of birth, your birth certificate, country of domicile and/or your nationality, HE / FE acceptance letters, and information on any dependants / family members;
  • Information relating to your personal financial situation
  • Your educational history and any academic qualifications
  • Personal references from referees. You are responsible for confirming that you have the written agreement and permissions of any individuals identified in your application to pass their information on to us.

On rare occasions we may collect special category data which we may be needed to protect your vital interest. Certain types of personal information are classed as special category under data protection law as they are considered sensitive. Examples of this type of sensitive data are information about health, race, religious beliefs, political views, trade union membership, sex life or sexuality or genetic/biometric information.

Where we collect personal information from

We collect your personal data in a number of ways, for example:

  1. From information about you provided during a grant application process. We use Google Forms as part of our online application process.
  2. When you communicate with us in writing, by telephone, website registration, email or other forms of electronic communication. In this respect, we may monitor, record and store any such communication.
  3. Information from the use of our website:
  • Geographical location and technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect to the internet.
  • Information about your visit to this website, for example we collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, products and services you viewed and searched for, and referral sources (e.g. how you arrived at our website).
  • We collect your personal information using cookies on our website. More information can be found in our Cookies Policy.

How we use your personal information

We are legally obliged to have a lawful basis for processing your personal data in the ways that we have outlined in this Policy. This means that we will only collect and use your data if:

  • You have given us consent, or
  • We have a legal obligation to process the information, or
  • It is necessary to protect the vital interests of an individual, or
  • It is within The McGlashan Trust’s legitimate interests to do so.

We may also contact you for a reason separate to your application, for example if we have a new grant application process and we believe it is in your legitimate interest that we do so.

Provision of services

Grant Applications – We require this information to allow us to manage your grant application. In this respect, we use your personal data for the following:

  • To allow us to manage correspondence in respect of any ongoing grant application
  • Prevention and detection of crime, fraud or corruption
  • For any other purpose for which you provide us with your personal data
  • To deal with any complaints or feedback you may have
  • Processing of financial transactions

Legitimate Interest

We also process your personal data because it is necessary for our legitimate interests. In this respect, we use your personal data for the following:

  • For the administration and management of the Trust’s affairs, including archiving or statistical analysis
  • Seeking advice on our rights and obligations, such as where we require our own legal advice.

Legal Obligations

We also process your personal data for our compliance with a legal obligation which we are under. In this respect, we will use your personal data for the following:

  • To meet our compliance and regulatory obligations, such as compliance with anti-money laundering laws;
  • As required by any competent court or legal authority.

Who we share your personal information with

Where you give us confidential information, we confirm that we shall at all times keep it confidential, other than as required by law or by our insurers. In this respect, we may share your personal data with or transfer it to the following:

  • Third parties whom we engage to assist in delivering the services to you
  • Our professional advisers where it is necessary for us to obtain their advice or assistance

We will never sell your information to third parties or share your information with another organisation for its own marketing purposes.

International data transfers and processing

In certain instances, we use service providers who transfer your information to countries outside of the UK. For these international transfers of data, we take steps to make sure that adequate safeguards are in place to protect your personal information and privacy rights.

We will only transfer your personal data to countries that have been found to provide an adequate level of protection for personal data. Countries within the European Economic Area (EEA) are approved as having this adequate level of protection for data.

How long we retain your personal information for

We will only retain your personal data for as long as we have a lawful reason to do so.

Grant Applications – Where we have collected your personal data we will retain that personal data until no longer legitimately required by the Trust. In general, information provided via a grant application may be retained for up to seven years, to meet our requirements for any financial audit from HMRC.

Personal information that we no longer need is securely disposed of and/or anonymised so individuals can no longer be identified. Some personal information may be archived for statistical or historical research purposes and this will always be done in compliance with data protection law.

Your rights

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. In addition, where we use your personal information to perform tasks carried out in the public interest 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 is 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 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 if you wish to exercise any of these rights.

Contact information and further advice

For any questions or concerns about how your data is processed, please contact us in the first instance so we can help to resolve any issues. You can write to us by email:

The Administrator – info@mcglashantrust.org

For more information on your rights, we recommend you consult the guidance published by the UK’s Information Commissioner’s Office (ICO).

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 (ICO):

The Information Commissioner’s Office – Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT

Telephone: 0303 123 1115         Email: Scotland@ico.org.uk            Website – https://ico.org.uk/concerns

Changes to our Privacy Policy

Our privacy policy is a dynamic, working document that may be updated and amended on a regular basis. If we make any changes to our Policy, we will post notice of such changes on our Website and where appropriate, notify you by email of such changes. We recommend that you check our website regularly for updates or changes to this Policy.

Policy Effective date: 1 December 2023

Accessibility

If you need this information in another format, please contact us using the information above.

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