WHY DO WE NEED YOUR INFORMATION


We believe in the power of a community coming together and working in partnership and patronage to enhance the quality of life for everyone in and from Montserrat.  We use personal data to help our dispersed people become connected up, share and contribute ideas,  chip in resources to enhance the power, glory , value and lasting well-being of our community.


WHOSE DATA DO WE COLLECT


We hold data on those who give financial or other support to the Charity, those who might do, and those who apply to the Charity for grants or zero-interest funding agreements, whether on behalf of an organisation or personally. 


WHAT DO WE DO WITH YOUR DATA AND WHY


SUPPORTERS AND VOLUNTEERS


The main reasons for our data processing are to:

  • build financial and volunteer support for the Charity through various fundraising and marketing activities;
  • send communications to you about the Charity;
  • administer donations (including but not limited to funds which are subject to Fund Agreements);
  • administer volunteering opportunities & programmes where we match volunteers with projects & community needs;
  • administer suggestions & feedback to the Charity;
  • administer membership; and
  • promote the aims and objectives of the Charity through other activities.

We may use data obtained other than from you to ensure your contact details are up-to-date, to plan our fundraising and to ensure that appropriate due diligence is carried out to safeguard the assets and reputation of the Charity.


We collect the following classes of information:

  • Name(s) and address(es), email, phone number and other relevant contact details and preferences
  • Relevant family or friends' information including information on successor advisers
  • Occupation, skills and professional activity and network(s)
  • Business financial information and interest in philanthropy
  • Information relating to links with and in Montserrat
  • Records of donations including assets used to make donations, Gift Aid status etc.
  • Records of volunteering for the Charity
  • Information about our relationship with you, correspondence, meeting notes, attendance at events, etc
  • Information necessary for us to manage funds you have established or supported, including information on successor advisers
  • Information on membership of the Charity where applicable.


INFORMATION ON GRANTEES


We collect the information described below in order to solicit and process applications for grants from the Charity.  We may share this information with other donors/ organisations providing potential funding.  Some of the information may also be processed in the ways described above under "Supporters and Volunteers" since grantees may also volunteer for the Charity or support its work in some way.

We collect the following classes of information:

  • Name(s) and address(es), email, phone number and other relevant contact details and preferences
  • Purpose and details about an application for a grant
  • Any other information needed for the assessment of a grant which may include financial, family, education and employment information
  • Details of any grant which was made
  • Information about our relationship with you, correspondence, meeting notes, attendance at events etc.

We do utilise a third party, Google, to track the usage and volume of users on our site.  The information they collect is not in any way associated with the details we hold about you online.


PROTECTING YOUR DATA


We keep your data secure in our database with appropriate security mechanisms in place.

In principle we do not share your data with anyone else or any other organisation unless it is necessary for the purpose for which you have given us the data.  Examples are given below:

  • We will share information with our Fundraising Partner to provide fundraising services to us.  A contract is always in place with a Fundraising Partner and they are not allowed to do anything with your data other than that which we have requested.
  • We will provide information to HMRC on Gift Aided donations since we have a legal obligation to provide this information.
  • We will share information on grant applicants with grant panel members and potential donors.  We will also publish data on grant recipients for groups/ organisations (amount/names/purpose) and we may anonymise details for any individual grantees.
  • We may share basic information on the attendees at an event or function or meeting with the host or other person who has a volunteer role in the Charity.
  • We may pass data to other organisations, known as Data Processors, to provide specific services to us.  An example would be providing data to a mailing house in order to send a newsletter.  A contract is always in place with a Data Processor, and they are not allowed to do anything with your data other that that which we have requested.


OUR RESPONSIBILITIES


The law requires us to tell you the basis on which we process your data.

  • Some activities (for example sending you emails which promote the Charity's interests) require your consent.  If the law requires your consent to process data in a certain way then we will obtain it before carrying out that activity.
  • Other activities are carried out to fulfil a contract or agreement.  Examples include holding funds which are subject to Funding Agreements or organising events.  Each requires us to know who you are and to process your information in order to do the thing you have asked us to do.  If a contract is in place then we will process your data based on that contract.  
  • In all other cases the law allows us to process your data if it is in our legitimate interest to do so, but only so long as we need to and your "interests or your fundamental rights and freedoms are not overriding".  Practically speaking this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy notice.

We will keep data for as long as is needed to complete the task for which it was collected.  Relationships between donors, grantees and the Charity are often long term, and so we expect to keep your data for as long as that relationship exists, or until we no longer need it.


YOUR RIGHTS


The law requires us to tell you that you have a variety of rights about the way we process your data.  These are as follows:

  • Where 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 the data we hold about you.
  • You may change or stop the way in which we communicate with you or process data about you, and if it is required for the purpose you provided it, then we will do so.  Activities like processing Gift Aid donations, or managing a Fund Agreement, may mean we cannot entirely stop processing your data.  However, we will always endeavour to comply with such a request.
  • If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner.

CONTACTING US


If you have any questions about this privacy notice, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, then please contact us:

Montserrat Patrons Society, 367 Caledonian Road, London N7 9DQ

T:   +44 (0)20 7700 4731

E:   [email protected]


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Montserrat Patrons Society is a Foundation CIO regulated by the Charity Commission of England & Wales, with registered charity number 1194487, at 367 Caledonian Road, London N7 9DQ, United Kingdom.
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