Data Privacy Statement

The Coward Trust

Data Privacy Statement

The processing of personal data is governed by the General Data Protection Regulation (GDPR)

The function of data controller for the Coward Trust is carried out by the Trustees collectively.

Data on applicants
The data kept is that given by applicants for Coward Trust grants on their application form. This data is kept in both electronic and hardcopy.
The data is used to determine whether they are eligible for a grant from the Coward Trust.

If an application for a grant is unsuccessful, then the application form will be destroyed after a period of 6 months.

If the application is successful, data will be kept until such time as the course/sabbatical is completed and all the grants due have been paid.
If the application is for a continuing grant i.e. over several years, then the information given on the continuing grant application form will also be stored until the course is completed.
The data will then be destroyed after a period of 2 years.

Applicants’ bank details will be used to pay any grant monies due. When the payments have finished, these will be deleted.

The minutes of the meetings of the Coward Trust where applicants are named are kept indefinitely.

Data on others
Data on the Trustees is held i.e. name, contact details, date of birth (for bank mandate purposes), bank account details (for the payment of expenses).

None of the information held is shared with any third party.
Those whose data is held by the Coward Trust may request a copy at any time through the Clerk to the Trustees. They also have the right to ask for the data to be removed at any time by notifying the Clerk in writing.

This policy will be reviewed in 2019 and subsequently every 3 years.

This privacy statement can be downloaded here.