This document explains how The Joicey Trust handles data submitted by applicants. This applies to communication with the Trust Secretary and the Trustees.
Why do we need your information?
The Joicey Trust exists mainly to provide grants that can make a difference and add value to the lives of local people and their communities within the North-East of England (i.e. all NE and SR postcodes as well as postcodes DH1-DH9). It also welcomes applications from the Scottish Borders.
It is a family trust that uses the income to make grants to charitable organisations operating in the above beneficiary area.
As a minor part of The Trust's activities, it provides grants to individuals from the beneficiary area who undertake overseas charitable activities for a minimum of 6 months 'in country'.
What personal data does The Joicey Trust collect?
- Name, address and contact details for individuals applying and/or corresponding on behalf of an applicant charitable organisation and acting as a trustee, employee, or volunteer on behalf of that organisation.
- Name, address, date of birth and education history as supplied on the application form by an individual when applying for support to undertake overseas charitable activities under a recognised Charitable Trust that is for a period in excess of six months within the overseas country and (normally) as part of a 'Gap Year'.
- Name, address, and contact details of correspondent on behalf of an applicant within emails received.
These contact details are held in digital format (i.e. emails) for purposes of communication in connection with applications and any subsequent grants.
How do we collect your data?
All the information we may hold about you has been provided directly by you, or by an organisation supporting you with your consent. As the applicant, you have supplied the majority of this information on the Trust's application form which is mandatory for all applications.
How do we use your data?
The main identifier is the charitable organisation. The collection and use of data relating to an individual only relates to their role within or on behalf of that organisation – with the exception of personal applicants for overseas charitable activities as detailed.
Apart from the data collected from an individual for overseas charitable activities, all the data is only used in relation to the Charitable Organisation in connection with its application.
Grants for individuals undertaking overseas charitable work are only made to the relevant Charitable Trust on behalf of the individual. The identifier is the name of the Charitable Trust which receives the grant. The name of the individual is added in brackets.
The data is collected and presented as a half-yearly, formal report to the Trustees for the purposes of assessing and making grants.
The formal report is considered as a prime document for the purposes of processing applications but is not a financial document within the context of HMRC requirements for retention of records. The formal reports are currently retained indefinitely for reference purposes if required in future years. All other digital data (i.e. the application form, any other documents supplied, and digital copies of emails and letters) are transferred to off-line data storage after a maximum period of 2 calendar years.
The data is only shared in confidence with the Trustees and the Appeal Secretary of the Trust.
The data is not passed to any third party organisation.
If there are any queries concerning this notice, please contact us through our correspondence address: c/o Womble Bond Dickinson (UK) LLP, The Spark, Draymans Way, Newcastle Helix, Newcastle upon Tyne NE4 5DE or by email to appeals@thejoiceytrust.org.uk