THE MARK LINDGREN MEMORIAL FUND

Registered Charity No 1079558

DATA PROTECTION REGULATIONS

PRIVACY NOTICE

This document refers to personal data, which is defined as information concerning any living person (hereafter called the data subject) which is not already in the public domain.

The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.

Who we are

The Mark Lindgren Memorial Fund is a small grant-giving charity set up in memory of Mark Lindgren. It helps young people at schools and universities, at the start of life’s journey, who want to fulfil their individual aims but for various reasons cannot afford to.

Collecting, using and sharing your information.

The privacy of your information is important and we suggest you read this Privacy Notice since it contains information which may be important to you in connection with:

The personal information we collect about you

What we do with information about you

Who we would share that information with

The steps we would take to ensure that information stays private and secure

Your rights to your information

In this Notice ‘we’ ‘us’ and ‘our’ means The Mark Lindgren Memorial Fund (MLMF) and its Trustees

‘You’ means any party with whom the MLMF is in contact with.

We will not disclose your information to anyone except as set out in this Privacy Notice.

We only receive money from donations, occasional fundraising events, interest on the investment of that money, and through Gift Aid, for the purposes of the work of MLMF, so the processes do not involve the risks to you that might otherwise arise through investing money that is yours for your benefit. It has been donated with your agreement  for investment by MLMF for purposes it considers appropriate for its legitimate purposes and which are known by donors in advance.

Cookies

MLMF does not use cookies.

Collection of personal information

Personal information is normally received and collected through the following means:

• Applications for grants received by post and electronically. Applicants will give a personal and / or email address for a reply, together with other contact details such as telephone numbers, and sometimes may include their date of birth or age. They may include information from supporting references and from charities organising their group project. This information is not shared with other parties.
• Through annual financial awards to a school and university attended by Mark Lindgren, whereby a benefitting student’s name only is notified to us by the organisation.
• Reports and photographs received from applicants after the completion of their projects.
• Information received as the result of publicity for future fund raising events.
• From unsolicited sources and organisations.
• Directly from you as individuals.
• From a third party acting on your behalf.
• From publicly available sources.

We will only collect information if necessary for the operation of the work of MLMF and wish to state that it is for you to give us accurate and up to date information. That information is kept electronically and/or in paper form. If you are providing information about another individual or company or entity you will need to tell them where to find this Privacy Notice and ensure they agree to us using their information for the purposes stated in this Privacy Notice

Use of your information

We will selectively and carefully process, use and disclose your information in order to:

• Further the charitable aims of MLMF
• Meet compliance obligations
• Collect monies you have agreed to pay us
• Facilitate the payment of grants
• Seek Gift Aid benefit
• In exceptional circumstances verify your identity if necessary
• Manage our relationship with you more mutually beneficially
• Deal with any aspect of our relationship with you more efficiently
• Protect the credibility and good names of the Trustees
• Confirm your identity and address if necessary
• Respond to authorities who may be carrying out fraud and money laundering checks
• Pay in to banks or building societies or other investment institutions money received from you

We will only use your information where we are allowed to by law, e.g. to fulfil a legal obligation or because we have a legitimate charitable or business reason or where you agree to it. You should tell us if you change your mind about what information we keep about you or how it is used or recorded.

We do not sell your information to third parties.

Lawful basis for processing personal data

To meet our commitments in the functioning of the MLMF as governed by a Trust Deed, and under the umbrella of the Charity Commission through the registered charity number 1079558.

Sharing your information

Apart from among the Trustees of MLMF we do not as a matter of course share your personal information or disclose it to other charities or organisations. When we use your information we may share or disclose it to:

• Legitimate and authorised authorities.
• HMRC in connection with Gift Aid.
• Assist with marketing purposes where you have consented to marketing or charitable publicity for MLMF.
• Lawyers where enquiries or action for fraud are necessary.
• Individuals or entities acting on your behalf or third parties approved by you.
• Accountants appointed to prepare accounts for MLMF for the purposes of returns to the Charity Commission.
• Assist in publicity in the form of a newsletter, but this would only be information of a general nature relating to what the Fund is doing and how you can support it.

Consent

We do not keep information on individuals or organisations unless it is for legitimate contact between them and us, and unless it is for efficient communication, or for our normal and legitimate functioning as a small charity.

This Privacy Notice advises you that you have the right to confirm our processing of your personal data for the reasons outlined. You also have the right to withdraw consent at any time and you can do this by using the email address provided at the end of this Privacy Notice. If you need to know what personal information we hold for you, you can also write to that email address.

Retention Policy

We would keep your information while we have a relationship with you, and after that for a reasonable period for legitimate reasons, e.g to respond to complaints or queries, to respond to Regulators, or to combat crime. There is no set time, but we must not keep the data for longer than necessary.

Data Storage

All data is held in the United Kingdom.

Your rights as a Data subject

You have a number of rights concerning your information, including to know what we hold, to ask us to share it with other parties, to remove it, to correct erroneous or incomplete details, to restrict the processing of it, and to make complaints.

At any point whilst we are in possession of, or processing, your personal data, all data subjects have the following rights:

Right to be informed, including if there is a serious breach of your data.

Right of access – you have the right to request a copy of the information that we hold about you.

Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.

Right of portability – you have the right to have the data we hold about you transferred to another organisation in a machine-readable format that enables you to re-use it.

Right to object – you have the right to object to certain types of processing such as direct marketing.

Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.

In the event that MLMF refuses your request under Right of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request we can confirm what information we hold about you and how it is processed.

You can request the following :

• Identity and the contact details of the person or organisation that has determined how and why to process your data.
• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of MLMF and information about these interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• How long the data will be stored.
• Details of your rights to correct, erase, restrict or object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority, the Information Commissioner’s Office (ICO).
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
• To access what personal data is held, identification will be required

MLMF will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If MLMF is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to trustees@marksfund.org.uk  or writing to us at the address further below.

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by MLMF you have the right to complain to us. If you do not get a response within 30 days, you can complain to the ICO.

The details for each of these contacts are:

Data controller and Chair of Trustees of MLMF

Mr John Lindgren

Telephone: N/A

Email trustees@marksfund.org.uk

ICO

Wycliffe House, Water Lane, Wilmslow, SK9 5AF

Telephone +44 (0) 303 123 1113

Email: https://ico.org.uk/global/contact-us/email/

APRIL 2018