The Charity of Sir Thomas White, Warwick

Privacy policy for the Charity of Sir Thomas White, Warwick

 

The Charity of Sir Thomas White, Warwick treats the privacy of its applicants and website users very seriously and we take appropriate security measures to safeguard your privacy.  This Policy explains how we protect and manage any personal data* which you share with us and that we hold about you, including how we collect, process, protect and share that data.

 

*Personal data means any information that may be used to identify an individual, including, but not limited to, a first and last name, a home or other physical address and an email address or other contact information, whether at work or at home,

 

How we obtain your personal data

Information provided by you

You provide us with personal data either on your loan application forms, via an online application or over the telephone. This includes name, address, date of birth, telephone number, email address and banker’s order instruction form.  We use this information in order to process, manage and administer your loan.

 

We may also keep information contained in any correspondence you may have with us by post or by email.

 

We may obtain financial and sensitive medical information directly from you in relation to the process of your loan application and throughout the duration of your loan.  The provision of this personal data is essential for us to be able to process and administer your loan application.  This means that the legal basis of our holding your personal data is for the performance of the loan.

 

Information we get from other sources

We only obtain information from third parties if this is permitted by law.  We may also use legal public sources to obtain information about you, for example, to verify your identity and to process the loan.

 

How we use your personal data

We use your personal data to process, manage and administer your loan, including the processing of your banker’s order.  We undertake at all times to protect your personal data, including any health and financial details, in a manner within the requirements of the General Data Protection Regulation (GDPR) concerning data protection.  We will also take reasonable security measures to protect your personal data in storage.

 

Do we use your personal data for marketing purposes?

Any information that you choose to give us will not be used for marketing purposes by us. We will hold your personal data only for the purposes of processing, managing and administering your loan.

 

Sharing information

We may share your information with our professional advisers for the purpose of processing your application.

 

We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or to protect the rights, property, or safety of The Charity of Sir Thomas White, Warwick, our beneficiaries, our Trustees, or others.

 

This may include exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

 

How long do we keep this information about you?

We need to keep your personal information in order to process, manage and administer your loan until all parties’ interest has been completed.  The period of time may also take into account our need to meet any legal, statutory and regulatory obligations. All information after 10 years of all parties’ interest has been completed will be destroyed. Your personal information will be reassessed on a regular basis and information which is no longer required will be disposed of.  The Trustees are obliged to delete any email information on an annual review basis.

 

Where we store your personal data

Where you have provided your personal data in hard copy format, this will be stored:

in a paper based, locked and secure filing system in our offices;

Where you have provided your personal data online/email, this will be stored:

on secure password protected computers and;

on a secure offsite back-up service.

 

The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

 

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

 

Data Subject Rights

Access to information

The General Data Protection Regulation (GDPR) grants you (hereinafter referred to as the “data subject”) the right to access particular personal data that we hold about you.  This is referred to as a subject access request.  We shall respond promptly and certainly within one month from the point of receiving the request and all necessary information from you.  Our formal response shall include details of the personal data we hold about you, including the following:-

  • Sources from which we acquired the information;
  • The purposes for processing the information; and
  • Persons of entities with whom we are showing the information.
  • Data items we hold on the data subject, i.e. PDF’s of hard copies held.

 

 

 

 

Right to rectification

You, the data subject, shall have the right to obtain from us, without undue delay, the rectification of inaccurate personal data we hold concerning you.  Taking into account the purposes of the processing, you, the data subject, shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.

 

Right to erasure

You, the data subject, shall have the right to obtain from us the erasure of inaccurate personal data concerning you without undue delay.

 

You, the data subject, shall have the right to obtain from us the erasure of all personally identifiable information as per the GDPR Policy.

 

Right to restriction of processing

Subject to exemptions, you, the data subject, shall have the right to obtain from us restriction of processing where one of the following applies:-

  1. a) the accuracy of the personal data is contested by you, the data subject, and is restricted until the accuracy of the data has been verified;
  2. b) the processing is unlawful and you, the data subject, oppose the erasure of the personal data and instead request the restriction in its use;
  3. c) we no longer need the personal data for the purposes of processing, managing and administering your loan, but it is required by you, the data subject, for the establishment, exercise or defence of legal claims;
  4. d) you, the data subject, have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these      

 

Notification obligation regarding rectification or erasure of personal data or restriction of processing

We shall communicate any rectification or erasure of inaccurate personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort.  We shall provide you, the data subject, with information about those recipients if you request it.

 

Right to data portability

You, the data subject, shall have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to another organisation, without hindrance from us.

 

Right to object

You, the data subject, shall have the right to object, on grounds relating to your situation, at any time to the processing of personal data concerning you, including any personal profiling; unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us.  We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override the interests, rights and freedoms of you, the data subject, or for the establishment, exercise or defence of legal claims.

 

Right to not be subject to decisions based solely on automated processing

We do not carry out any automated processing, which may lead to an automated decision based on your personal data.

 

 

Invoking your rights

If you would like to invoke any of the above data subject rights with us please write to the Clerk at The Charity of Sir Thomas White, Warwick, 12 High Street, Warwick, CV34 4AP or email connect@sirthomaswhite.org.uk   

 

Accuracy of information

In order to provide the highest level of service possible, we need to keep accurate personal data about you.  We take reasonable steps to ensure the accuracy of any personal data or sensitive information we obtain.  We ensure that the source of any personal data or sensitive information is clear and we carefully consider any challenges to the accuracy of the information.  We also consider when it is necessary to update the information, such as name or address changes and you can help us by informing us of these changes when they occur.

 

Important information

Questions and queries

If you have any questions or queries which are not answered by this Privacy Policy, or have any potential concerns about how we may use the personal data we hold, please write to the Clerk at The Charity of Sir Thomas White, Warwick, 12 High Street, Warwick, CV34 4AP or email connect@sirthomaswhite.org.uk

 

Policy changes

This Privacy Policy is regularly reviewed.  This is to make sure that we continue to meet the highest standards and to protect your privacy.  We reserve the right, at all times, to update, modify or amend this Policy.  We suggest that you review this Privacy Policy from time to time to ensure you are aware of any changes we may have made, however, we will not significantly change how we use information you have already given to us without your prior agreement.

 

If you have a complaint

If you have a complaint regarding the use of your personal date or sensitive information then please contact us by writing to the Clerk at The Charity of Sir Thomas White, Warwick, 12 High Street, Warwick, CV34 4AP or email connect@sirthomaswhite.org.uk and we will do our best to help you. 

 

 

 

 

 


 

 

 

 

 

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