This document explains how we, the R W Mann Trust, use data about living individuals.
Why do we need your information?
The R W Mann Trust exists to provide grants that can make a difference and add value to the lives of local people and their communities.
It is a family Trust that uses the income and capital growth from a sum of money made available from Reginald Mann and his wife Margery in 1957 and makes grants to organisations and charities operating in an area from the East of the City of Newcastle to Cramlington, Ashington, Blyth, South East Northumberland and North Tyneside. In a typical year it gives away £155,000 with an average grant of just under £1000.
It should be noted that the Trust does not make grants to individuals. We do sometimes receive personal data such as emails and addresses which
assist us in our work in helping local communities.
Whose data do we collect
The only data we hold are those organisations, charities, local groups and others who apply to the Trust for grants on behalf of their organisations.
We collect information about you when you make contact with us as a trustee, volunteer, recipient or make a general enquiry by email or letter.
This may cover anything from your contact details to financial information or to feedback you have provided.
How we collect your data
All the information we may hold about you has been provided directly to us by you, or by an organisation supporting you, with your consent.
Occasionally we may collect data from someone else who may feel that your organisation could benefit from a grant. Examples may be when other
agencies organise Funding Fairs where they match your needs to potential funders who may be able to help you achieve your aims with financial support.
We may also use publicly available sources such as Companies House and the Charity Commission.
These contact details are held as digital correspondence (emails) for communication purposes with regard to applications for grants made to charitable organisations. Data is not held in the form of ‘contact details’.
What we do with your data and why
We will use the information you provide to fulfil your requests such as applications for grants.
In response to your requests for information about our criteria regarding your eligibility for a grant.
General information requested by you, such as regarding the timing of Trustee’s meetings and other matters which may assist you in preparing grant applications.
Information on Grantees
We collect the information described below in order to solicit and process applications for grants from our Trust.
Name(s) and addresses , emails, phone number and other relevant contact details.
The purpose and details about an application for a grant.
Any other information we need to assess a grant.
Details about any grant which was made.
Appropriate information supplied in the grant application that relates to the beneficiaries of the grant.
Protecting your data
We keep your data secure in our database with appropriate security in place. Our policy is not to share data with anyone else or any other organisation unless it is necessary for the purpose for which you have given the date such as:
- When we are in contact with other Trusts at your request, such as when you may have already applied or intend to apply for a grant from them.
- We will share information on grant applications with grant panel members and trustees.
- We will publish data in our annual review and accounts on grant recipients for groups/organisations stating the amounts, name and purpose of the grant.
- We will not publish any information on our website without your specific agreement.
- We retain your data in hard copy for seven years as required by the Charity Commission and other authorities after which it is securely shredded.
- We retain an ongoing record of all grants made by the Trust.
The law requires us to tell you the basis on which we process your data.
If the law requires your consent to process your data in a certain way then we will obtain it before carrying out that activity.
In other cases the law allows us to process data if it is in our legitimate interest to do so, but only as long as we need to and your “interest or your fundamental rights and freedoms are not over-riding”. In practice this means we will check that we will not cause you harm by processing your data and that it is not overly intrusive.
The law requires us to tell you that you have a variety of rights about the way we process your data such as:
- Where on specific occasions our use of your data requires consent you may withdraw this consent at any time.
- Where we rely on our legitimate interest to process data you may ask us to stop doing so.
- You may request a copy of data we hold about you.
- If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner.
If there are any questions about this privacy notice you may contact us at:
Secretary/Manager R.W.Mann Trust
PO Box 119,
Newcastle upon Tyne