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.
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:-
- 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;
- 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;
- 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;
- 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 email@example.com
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.
Questions and queries
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 firstname.lastname@example.org and we will do our best to help you.
The Charity of Sir Thomas White has improved my higher education experience in so many ways. The financial support allowed me to reduce hours spent at my part time job and allowed me to put more time and effort into my Psychology degree. I have now finished the academic year with a first-class honours. The Charity is fantastic and I would recommend to any student considering higher education.
Obtaining a loan for University can be expensive over the long term, especially with rising interest rates on student loans. Therefore, having access to an interest-free loan whilst at University can provide additional funds without the need to worry about additional charges. It is helpful to know that when I leave University, I will only pay back exactly what I borrowed in a manageable way.
The Charity of Sir Thomas White has aided me enormously in terms of being able to grasp an array of opportunities, such as being able to involve myself in a number of educational and exciting society events and trips, helping me to create fulfilling memories in my University experience.
Receiving the loan was such a help, and the people at the Charity were so nice and genuinely interested in my studies - don't be put off by the application process. It came in useful many times, for example, when there was a week between my student halls rent going out and my maintenance loan going in, or when my laptop broke just in time for my midterm essay. Student living is expensive! Make the most of the support available.
The loan from the charity has allowed me to focus not only on my university work but also on my hobbies, giving me time to join various societies. It has helped alleviate the pressure of having to work during term time, which is especially helpful around exam season as I can concentrate on revising without having to worry about money. The payment for 4 years will also be very useful for my 3rd year, which will be abroad in China and Spain as I study languages, giving me the opportunity to explore and learn whilst away from home.
The loan I received from the Charity of Sir Thomas White gave me the financial support to go on to post- graduate studies and gain an MA in Heritage Management. I have always wanted to work in the heritage industry, which can be very competitive for jobs. Since completing my studies I have managed to get an amazing job with the National Trust, without my MA I would have struggled to get this job and without the Sir Thomas White loan I would not have been able to afford my MA. This loan has really opened doors for me to start a career of my dreams and I am extremely thankful to the charity for giving me the opportunity to confidently pursue the career that I am passionate about.
Without the offer of a business loan from The Charity of Sir Thomas White, I wouldn't have been able to launch my own Fashion Brand. The support of the Trustees and their belief in me has enabled me to follow my dreams, which I thank them tremendously.
The Charity of Sir Thomas White has been extremely helpful in supporting my studies for the last 5 years. The money was a great financial boost at the start of each year when it was really needed for text books, equipment and rent for the coming terms. The support allowed me to thoroughly enjoy my time at University and spend more time studying. I am extremely grateful for all the help the charity has given me and would like to thank everyone for their continuing work.
Mog and Pauline
The business loan from The Charity of Sir Thomas White gave us the resources we needed to invest in our business in the early years of its growth, through refurbishment and recruitment. In doing this we have laid firm foundations of a sustainable and exciting business that can explore many more avenues. We are grateful for the Charity's support to us as young business owners and are confident that the Charity has contributed to the promising future of Warwick's only independent bookshop. Thank you.