Privacy Policy

Introduction

In applying for a grant from the Dempster Trust applicants must complete a defined 'Application for Assistance' form endorsed by an independent referee. The General Data Protection Regulation (GDPR) requires the Dempster Trust to collect and safeguard the applicant's and the referee's personal data in a consistent, fair and transparent way.

The processing and handling of the collected data, for both the applicants and the referees, is defined in the Dempster Trust Privacy Policy.

Dempster Trust Privacy Policy

The Dempster Trust Privacy Policy explains to both applicants and referees how the personal data of applicants and referees is collected, processed and protected. It answers the following:

1. Who we are
2. Where and how we get your information
3. What we need and why we need it
4. Who we share your data (in whole or part) with and why
5. How long we hold your data and how you can access it
6. What we do not do
7. How concerns or complaints are handled.

Who we are

The Dempster Trust is a Farnham charity set up in 1908 to help the local sick, infirm and needy. It continues to deliver on its original principles, giving one-off grants for a range of different reasons to those living in and around Farnham. The charity is registered with the Charity Commission as number 200107.

The Trust is managed by a board of trustees which meets four times a year to review applications.

The Chairman of the Trustees is formally the 'Data Controller' for the Trust. The data controller defines how data on applicants and referees is collected, used, stored, accessed and disposed of. The data controller also defines how consent to use their personal information provided, is given by applicants and referees.

Where and how we get your information

We get information on an applicant only through completion of a defined 'Application for Assistance' form. The form can be downloaded from the Dempster Trust website. The form will usually be completed by an applicant with the assistance of a referee who must certify that the applicant needs assistance. Both applicant and referee must sign the form. The form must be sent to the Dempster Trust for assessment.

On the form, both applicant and referee are requested to give their consent to their information being used by the Dempster Trust in the assessment of the request for assistance. If consent is not given by both the applicant and the referee then the application is not valid and the information on the form will not be processed by the Dempster Trust.

What we need and why we need it

The information requested on the 'Application for Assistance' form is the minimum the Dempster Trust needs to assess an applicant's request for assistance. All the information required is stated and justified below:

• Consent from applicant – explicit consent from the applicant is required so that The Dempster Trust can process the personal information on the form to assess the request for assistance and, if successful, to implement the assistance requested
• Any previous award from The Dempster Trust – a declaration, yes or no, is required to confirm that no previous award has been made to the applicant from The Dempster Trust. The Trusts' Charter for the Trust stipulates that only one grant can be made to an applicant unless there are exceptional circumstances.
• Name of applicant – this is required to identify the applicant
• Age of applicant – this is used by the Trust to indicate the age ranges of applicants that are requesting assistance and to indicate to the Trustees where more effort may need to be applied in attracting applicants from specific age bands
• Address of applicant – this is required to confirm that the applicant location meets the criteria of the Trust, namely 'resident in and around the Farnham area'.
• Applicant telephone number – to enable communication with the applicant if necessary, e.g. to arrange a visit from a supplier
• Applicant email address – to enable communication with the applicant if necessary, e.g. to arrange a visit from a supplier
• Assistance required – A description and justification of the need for support such that the Trustees can assess the application for assistance.
• Applicant household summary – a description of the occupants of the household, a summary of the income and expenditure of the household such that the Trustees can assess the application for assistance.
• Applicant signature – this is required to confirm the form is completed by the named applicant
• Date of form completion by applicant – this is required to allow the Trust to monitor progress on the submission, evaluation and award of applications.
• Name of referee – this is required to identify the referee.
• Referee occupation – The referee occupation is required so that the Trust can confirm that the application is being countersigned by a professional, usually a medical professional, a school home-link worker or someone with a clear standing within the relevant community.
• Referee telephone number – to enable communication with the referee if necessary, e.g. to confirm the need or status of the applicant
• Referee email address – to enable communication with the referee if necessary, e.g. to confirm the need or status of the applicant
• Date of application endorsement by referee – this is required to allow the Trust to monitor progress on the submission, evaluation and award of applications.

Who we share your data (in whole or part) with and why

All or part of the personal information provided on the form for both applicants and referees may be shared amongst the Trustees in the assessment of the request for assistance. When an application is successful then the contact details of the applicant will be shared with suppliers, as necessary, to fulfil the approved assistance from The Dempster Trust.

How long we hold your data and how can you access it

For both applicants and referees The Dempster Trust will retain the personal information for no more than 7 years. At that time the personal data will be destroyed.

An applicant or referee can request sight of their personal information held by the Trust. This information will be sent by email. An applicant or referee can request, by email, to have specific personal data destroyed or modified. The decision on such issues will be taken by the Trusts data controller.

What we do not do

For both applicants and referees, the Trust does not use automatic assessments or processes in the assessment of an application. Also the Trust does not send any data, under any circumstances, to organisations outside of the UK.

Concerns or complaints

The procedure for making a general complaint to the Trust is described on the Trust website.

If a specific complaint is felt to be necessary regarding the collection, use or protection of personal data or any aspect of GDPR then it should be made, by email, joncurtis@thedempstertrust.org.uk . A response will be given within 3 days. If the Trust response is not acceptable in addressing the complaint then the complaint must be forwarded to the Information Commissioner's Office.

Contact details are:

Email: casework@ico.org.uk

Telephone: 0303 123 1113

Textphone: 01625 545860

By post:
Information Commissioner's Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF

October 2018