This privacy notice explains how and why the Hodge Foundation (‘the Foundation’, ‘we’, ‘our’, ‘us’) may collect and use your data.  This privacy notice concerns our processing of personal data of:

• Applicants for grant funding
• Grant Holders (i.e those who have been awarded grant funding)

The Hodge Foundation (a charity registered in England and Wales, under charity number 216053 and which is registered with the Information Commissioner’s Office with registration number ZA735553) is the data controller of your personal data.  Our registered office is One Central Square, Cardiff, CF10 1FS.

We are a grant-making charity with particular emphasis in Wales, supporting charities working particularly in the areas of welfare, education, medicine and religion.  The Foundation awards grants to charities based within the UK.  Sometimes we fund overseas projects via UK registered charities.  The Foundation does not award grants to individuals.  The Foundation both controls and processes data, to enact these charitable objectives.

As a grant making charity applicants for funding provide information in order to facilitate our grant making and to further our charitable activities.  We collect data relevant to your application to the Foundation.  We only use this data for the purposes of assessing and processing your grant application.

We will only collect data which is directly relevant to your particular grant application or query to the Foundation.  This may include personal data you have chosen to share with us.

There are a number of ways you might share your data with us, for example:

• Providing us with data when you interact with us before making an application for grant funding.
• When you submit a formal application for a grant award.
• When you communicate with us by telephone or email.
• In various other ways as you interact with us during your time as a grant holder.

We may collect and use different types of data about you and your organisation depending on your circumstances and your relationship with us.  Types of data we may collect, for example:

• Contact and communications, including your contact details (including email addresses, telephone numbers and postal addresses).
• Your communication preferences.
• Records of communications and interactions we have had with you.
• The contents of your grant application(s) and funding decision made.
• Any financial or payment details required to process successful grant payments.
• Monitoring and evaluation reports, as well as ad-hoc updates on projects or donations.

The purposes for which we may use personal data are to process your grant application during your association with us.  We only collect the minimum amount of personal data necessary to administer grants or comply with our legal responsibilities.  In this respect, we use your personal data for the following:

• To interact with you before you make an application for a grant award.
• When you submit a formal application for an award, in order to assess your eligibility for that award.
• If you are successful in your application, to provide you with an award in accordance with all the relevant terms and conditions.
• To deal with any concerns you may have.
• For any other purpose for which you provide us with your personal data in connection with an application or award, including when you interact with us

Personal data provided through a grant application, may be retained for archiving and statistical purpose and may be retained indefinitely after you have finished complying with all the terms and conditions applicable to your award.  However, we may not keep it longer than is necessary, at which point your personal data with be destroyed securely.

Please be assured that except for the reasons listed below, we will not disclose your personal data to others.  We will only disclose limited personal data to a variety of recipients for the following reasons:

• For internal and external auditors.
• When the Foundation is legally required to do so (by court, government body, law enforcement agency or other authority of competent jurisdiction), for example the Charity Commission.
• To prevent and/or detect crime.
• Sometimes we use case studies on our website including photos. Grant holder’s consent will be obtained prior to sharing their project details.
• We never sell or rent your data to third parties.

Under the Data Protection Act 2018 you have the following rights in relation to our processing of your personal data.  Please note that these rights are not absolute, and we may be entitled (or required) to refuse requests where exceptions apply.

• to obtain access to, and copies of, the personal data that we hold about you;
• to require us to correct the personal data we hold about you if it is incorrect;
• to require us to erase your personal data in certain circumstances;
• to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on you;
• to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller; and
• where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal.

If you are not satisfied with how we are processing your personal data, you can raise a concern with the Information Commissioner.  You can find out more about your rights under data protection legislation from the Information Commissioner’s Office (ICO).

If you have any queries about this privacy notice or how we process personal data, or if you wish us to remove personal data, you may contact us:

The Hodge Foundation
One Central Square
Cardiff
CF10 1FS

Our website may contain links to other websites of interest.  However, once you have used these links to leave our site you should note that we do not have any control over that other website.  Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy notice.  You should exercise caution and look at the privacy notice applicable to the website in question.