Privacy and Cookies Policy
GrantScape and its subsidiary, GrantScape Services Limited (“we” and “us”) take the security and privacy of information seriously. This Privacy Statement explains how we collect, use and safeguard the personal information that you provide to us, including through this website which is owned and operated by GrantScape.
What you can expect from us
We are committed to treating you with respect and openness.
Who we are
Here at GrantScape, we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
We are a “data controller” for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information.
For further information about our privacy practices, please contact our Data Protection Officer by:
- Writing to GrantScape, Office E, Whitsundoles, Broughton Road, Salford, Milton Keynes, MK17 8BU
- Calling us on 01908 247630
- Emailing to GDPR@grantscape.org.uk
How we collect information about you
We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post or phone calls. We want to make sure you receive the best attention when you enquire or apply for a grant from one of our donor organisations.
We collect information from you in the following ways:
When you interact with us directly: This could be if you ask us about our activities, apply for a grant, make an enquiry about a grant, the progress of an application or award or otherwise provide us with your personal information. This includes when you phone or email us, visit our website, get in touch through the post, or in person.
When you visit our website: We gather general information which might include which pages you visit most often and which services, grants or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Cookies’.
We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you.
Information we collect and why we use it
Personal information we collect includes details such as your name, email address, postal address, telephone number (all for contact purposes only), and your (organisation’s) bank details (if you are to be in receipt of a grant/grant payments), as well as information you provide in any communications between us.
We will mainly use this information:
- To process your grant, meet our governance requirements and verify any financial transactions.
- To update or seek additional administrative information regarding your application/grant
- To keep a record of your contact/relationship with us.
If you do not either provide this information or choose not to allow us to contact you or your organisation throughout the application process we will not be able to process your grant
We may also use your personal information:
- To contact you about events, opportunities or provide additional information concerning grant availability
- To invite you to participate in feedback, surveys or research
- To publicise the award or use of a grant by an organisation
Sensitive Personal Information
Legal basis for using your information
In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have been awarded a grant and signed a contract). However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for GrantScape to process your information.
Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who our client beneficiaries are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.
We will only contact you about our work for marketing purposes by phone, email or text message, if you have agreed for us to contact you in this manner.
However, if you have provided us with your postal address we may send you information about our work by mail unless you have told us that you would prefer not to hear from us in that way
You can update your choices or stop us sending you these communications at any time by contacting GDPR@grantscape.org.uk or by replying using ‘update’ or ‘unsubscribe’ as your subject header.
Sharing your Information
The personal information we collect about you will mainly be used by our staff at GrantScape so that they can support you.
We will never sell or share your personal information with any other organisations so that they can contact you for any marketing activities. Nor do we sell or share any information about your web browsing activity.
GrantScape may however share your information with our donor organisations who provide the monies that fund your project work so that they can contact you directly regarding promoting your funded projects.
We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information.
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of contract and other agreements.
Keeping your information safe
We take looking after your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and offline, from improper access, use, alteration, destruction and loss.
Unfortunately the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our website or when accessing our grants database.
Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.
How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory or contractual obligations. After this date any data we hold we will delete, destroy or confidentially dispose of via a trusted service provider.
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting GrantScape. You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office at https://ico.org.uk/
Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.
‘Cookie‘ is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or table when you visit a website.
They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.
The cookies we use
We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide.
We use only the following categories of cookies:
Strictly necessary cookies are essential for you to move around our website and to use its features.
Performance cookies collect anonymous information about how you use our site, like which pages are visited most.
Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.
No cookies, please
You can opt out of all our cookies (except the strictly necessary ones). Find out how to control and delete cookies in your browser.
Your communications with our teams (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.
To find out more about this policy and how we look after your personal information, contact GrantScape at GDPR@GrantScape.org.uk or telephone 01908 247630.