General

The Wiltshire Gardens Trust (“we”) takes the privacy of your information seriously. We are committed to managing your personal information in accordance with current legislation and best practice. Our aim is to be responsible, relevant and secure when using your data. Whenever you provide personal information we will treat that information in accordance with this Notice. We endeavour at all times to keep your data accurate and secure, and to honour your data preferences with regard to receipt of direct marketing e.g. email, mail and telephone calls.

The Wiltshire Gardens Trust registered charity number is: 292628.

This notice is governed by the Data Protection Act 2018.

What information we collect

To provide you with the best experience we may ask you to submit personal information such as your name, postcode, email address and phone number. Providing this personal information helps us to provide you with a better experience e.g. ensuring that you are up to date with the events, publications and activities of the Trust. Additionally we use web technologies e.g. cookies and analytics, to automatically track and log limited personal data and link this with information you or other suppliers have provided. For detailed information on the cookies we use please see our Cookies Policy.

Anonymous data will be recorded for the purpose of reporting web traffic statistics, advertisement ‘click-throughs’, and/or other activities on our site.

How we use your data

The personal information we obtain will be used, subject to your stated preferences, for the following purposes:

  • Technical administration of the web site
  • Research and events
  • Customer service
  • Marketing
  • Advertising targeting

We and our media partners will always make it clear how you can opt-out of these uses.

Your personal data will not be disclosed to state institutions and authorities except if required by law or other regulation. Before we release data on this basis, we will ensure that the information is being provided to a genuine and properly authorised investigation. If we are not satisfied that there are valid grounds for releasing the information, the Data Protection Act does not oblige us to do so. If we refuse to release the information, law enforcement agencies may obtain a court order requiring us to provide it.

We will always offer a straightforward way to opt out from our direct contact each time you receive a communication from us.

We may use your data to send you email notifications related to a grant application and send you general non-marketing communications.

We will only use your personal information for the purpose it was given, we will not keep it for longer than is necessary at which point your information will be destroyed securely. Information provided may be retained for archiving and legal purposes for up to 6 years.

Justification for retention

This information is processed according to Article 6 of the General Data Protection Regulation for the following reasons:

  1. As necessary for the performance of tasks carried out in the public interest, in this case the disbursement of funds to qualifying people and entities who meet the Wiltshire Gardens Trust’s charitable objects;
  2. As necessary in the pursuit of the legitimate interests of the charity, in this case, to acquire the information necessary to process grant applications;
  3. For compliance with legal obligations, in this case to provide full and accurate information to the Charity Commission.

    Other than is set out in this policy, your personal information will not be shared with a third party unless you have previously been informed and given express consent i.e. on an application form, or it is required by law, such as with the HMRC or with the police for the detection or prevention of crime.

    Data Security

    We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the personal data you provide on secure cloud based services including Office 365 and an additional encrypted back up on a hard drive. This information is protected using both password management tools, data encryption and two-factor authentication where possible.

    Note that our website and social media pages provide forums where you can post information. When you do so, be aware that other visitors may collect any information you make public.

    Access to your Data

    Should you wish to update your personal details, see a copy of the personal data that we hold in relation to you or you have any concerns related to the collection or processing of your personal data, you can contact the Trust either by letter to: The Secretary, The Wiltshire Gardens Trust, 19 Main Street, Keevil, Trowbridge, Wiltshire BA14 6LU, or by sending an email request to [email protected] (including your full name, email address and postcode).

    We will make sure that your details are updated, provided or removed expeditiously and in line with the GDPR regulations upon request. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

    If you wish to see your personal data, we will provide you, at no charge, with a hard copy of the personal data that we keep about you within 30 days, although we will require proof of your identity. If you consider that the information we hold about you is incorrect, you may, where appropriate, have the data erased, amended or updated.

    Please note that we may, where legally permitted, reject any such request or limit the scope of our response (for example if, in the circumstances, the right does not apply to you). You will not generally have to pay a fee to exercise any of your rights described above. However, we may charge a reasonable fee if you make a request to see a copy of your personal information which is clearly unfounded or excessive. Alternatively, we may refuse to comply with your request in such circumstances. We may also charge a reasonable fee if you request further copies of the data following a request. The fee will be based on the administrative costs of providing further copies.

    If you are unhappy with how we have processed your personal information, please in the first instance contact us, however if this is still not resolved you may also contact the Information Commissioners Office on 0303 123 111.

    Privacy Support

    If you have an enquiry or concern about our Privacy Notice, please either write by letter to: The Secretary, The Wiltshire Gardens Trust, 19 Main Street, Keevil, Trowbridge, Wiltshire BA14 6LU, or send an email request to [email protected] (including your full name, email address and postcode).

    If you are not satisfied with our response you may wish to contact the Information Commissioner via their website.

    If we decide to change our Privacy Notice we will post these changes on this page so that you are always aware of what information we collect, how we use it and in what circumstances we disclose it.

    Grant making

    For grant making, we need to collect some personal information to allow us to offer our grant making services to you and to comply with our legal and fiduciary duties. We will only collect the minimum amount of information necessary to provide a service to you or comply with our legal responsibilities.

    We may collect, store and use the following kinds of personal information:

    1. Information that you provide to us for the purpose of enquiring about grants;
    2. Information that you provide to us for the purpose of applying for a grant;
    3. Information that you provide to us for the purpose of reporting on a grant;
    4. Any other information that you choose to send to us;
    Grant enquiries

    If you contact us via our website, telephone, email or post to make an enquiry, the information that you provide will be held as necessary for our legitimate interests in dealing with your enquiry and any subsequent grant application.

    Grant applications and reports

    Personal information provided to us via our website or directly via email or post for the purpose of submitting, supplementing or reporting on a grant application will be used as appropriate to complete an assessment of your application or use of funds. By providing us with your information, including personal data, and signifying consent on the online application or report form you will be providing your explicit consent to the collection and retention of any information you provide on our database. You are responsible for confirming you have the written agreement and permissions of any individuals identified in your application or report, to pass their information to the Wiltshire Gardens Trust.