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Privacy policy

Privacy policy

Who we are

The Tudor Trust (“we”, “us”, or “our”) is the data controller responsible for your personal data.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, our details are The Tudor Trust, 7 Ladbroke Grove, London, W11 3BD.

Email: datacontroller@tudortrust.org.uk

We may update this privacy policy from time to time. We encourage you to review this page periodically to stay informed of any changes.

What personal data we collect

We may collect and process personal data relating to:

  • Individuals involved in grants (e.g. staff, trustees, volunteers)
  • Referees or contacts provided in grant process
  • Individuals involved in funded organisations
  • Event attendees and participants
  • Newsletter subscribers
  • Visitors to our website

The types of personal data we collect may include:

  • Name and contact details
  • Job title and organisation
  • Information provided in grants or reports
  • Communications with us
  • Technical data (e.g. via website cookies)

Why we collect and use your data

We use personal data for the following purposes:

  • Assessing grants
  • Managing, administering, and monitoring grants
  • Building and maintaining relationships with organisations we fund
  • Organising events and meetings related to our work
  • Communicating with you (including newsletters where applicable)
  • Maintaining records for administrative and legal purposes

Lawful basis for processing

Under UK GDPR, we rely on the following lawful bases:

Legitimate interests
To assess grants, manage grants, and maintain relationships with organisations.

Contract
Where processing is necessary to fulfil the terms of a grant agreement.

Legal obligation
To comply with applicable legal and regulatory requirements.

Consent
Where required, such as for sending newsletters or using certain cookies. You can withdraw consent at any time.

Information provided about others

If you provide personal data about other individuals (e.g. colleagues, referees), you must ensure that:

  • You have their permission to share their data
  • They understand how their information will be used

This includes any photographs or personal information submitted as part of the grant partner work or reports.

How we share your data

We do not sell your personal data. We may share your information with:

  • Service providers who support our operations (e.g. IT systems, email platforms)
  • Our web agency (e.g. for website analytics support)
  • Professional advisers where necessary
  • Regulatory authorities or law enforcement where required by law

All third parties are required to respect the security of your personal data and to process it in accordance with the law.

International transfers

Some of our service providers (for example, email or analytics providers) may process personal data outside the UK.

Where this happens, we ensure appropriate safeguards are in place, such as:

  • UK adequacy regulations
  • Standard contractual clauses or equivalent measures

Data retention

We will only retain personal data for as long as necessary for the purposes for which it was collected.

Typically:

  • Grant-related information is retained for up to 8 years after our last contact with an organisation, to meet legal, regulatory, and audit requirements.

Data is securely deleted when no longer required.

Your rights

Under UK GDPR, you have the following rights:

  • Access – to request a copy of your personal data
  • Rectification – to correct inaccurate or incomplete data
  • Erasure – to request deletion of your data in certain circumstances
  • Restriction – to limit how we use your data
  • Data portability – to receive your data in a usable format
  • Object – to object to processing based on legitimate interests
  • Withdraw consent – where processing is based on consent

To exercise your rights, contact us at:
datacontroller@tudortrust.org.uk

We will respond in accordance with applicable data protection laws.

Cookie and website usage

We use cookies to understand how visitors use our website and to improve user experience.

For more information, please see our cookie policy.

Email newsletters

If you sign up for our newsletter:

  • We will use your personal data only to send you updates
  • The lawful basis is consent
  • You can unsubscribe at any time by clicking the link in our emails or contacting us

We use a third-party provider (e.g. Brevo) to manage our mailing list.

Data security

We take appropriate technical and organisational measures to protect your personal data, including safeguards to prevent unauthorised access, disclosure, or loss.

Automated decision-making

We do not use automated decision-making or profiling in relation to grants or other activities.

Complaints

If you have concerns about how we use your personal data, please contact us first.

Information Commissioner’s Office
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or if you would like more information about the Data Protection Act and the General Data Protection Regulations you can contact the Information Commissioner’s Officer at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113
Website: https://ico.org.uk/