Privacy Policy - The Jones 1986 Charitable Trust

Last updated: 01/11/2026

The Jones 1986 Charitable Trust is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use and protect personal information when you contact us, apply for funding, receive funding from us, or otherwise interact with us.

We are responsible for deciding how and why your personal information is used and are therefore the data controller for the purposes of UK data protection law.

1. What information do we collect?

Depending on your relationship with us, we may collect information such as:

• your name and contact details;

• your organisation and role;

• information provided in a grant application;

• information about your project, activities and beneficiaries;

• financial and banking information where required to make or administer a grant;

• information provided in monitoring, evaluation or progress reports;

• information provided by referees or other people involved in an application;

• information relating to trustees, assessors, reviewers or other decision-makers;

• correspondence and communications with us; and

• any other information that you choose to provide or that we reasonably need to administer our grant-making activities.

In some circumstances, applications may contain special category data, such as information about health, disability, ethnicity or other sensitive personal information. We will only collect or use this information where there is an appropriate legal basis and, where required, an additional condition under data protection law.

2. How do we use your information?

We use personal information to:

• assess and process grant applications;

• determine eligibility and make funding decisions;

• communicate with applicants and grant recipients;

• administer and make grant payments;

• monitor the use and impact of grants;

• collect reports, evidence and other information relating to funded projects;

• maintain appropriate records of our grant-making activities;

• meet our legal, regulatory and financial obligations;

• prevent and detect fraud or misuse of funding;

• evaluate and improve our grant programmes; and

• communicate with you about matters relating to your application or grant.

We will only use your personal information for purposes that are lawful, fair and transparent and that are compatible with the purposes for which it was collected.

3. Our legal basis for using your information

Data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on one or more of the following lawful bases:

• Legitimate interests – where using information is necessary for our legitimate interests and those interests are not overridden by your rights and freedoms.

• Contract – where processing is necessary to enter into or administer an agreement with you.

• Legal obligation – where we need to process information to comply with a legal or regulatory requirement.

• Consent – where we have asked for your consent to use your information for a particular purpose.

• Public task – where this applies to our organisation and processing is necessary for the performance of a task carried out in the public interest.

Where we process special category data, we will ensure that an appropriate additional condition under UK data protection law applies.

4. Where do we get information from?

In most cases, we collect personal information directly from you when you:

• submit a grant application;

• create or use an account;

• contact us;

• provide information as part of monitoring or reporting; or

• otherwise communicate with us.

We may also receive information from other sources, for example from:

• organisations or individuals involved in a grant application;

• referees;

• partner organisations;

• publicly available sources; or

• other organisations where this is necessary for the administration or assessment of a grant.

Where we obtain personal information from another source, we will provide the required privacy information unless an exception under data protection law applies.

5. Who do we share your information with?

We will only share personal information where there is a lawful reason to do so and where it is necessary for the purposes described in this Privacy Policy.

Depending on the circumstances, information may be shared with:

• trustees, employees, assessors or other people involved in assessing applications and managing grants;

• professional advisers or auditors;

• organisations involved in administering or delivering a grant programme;

• payment providers or financial institutions where necessary to make payments;

• IT, software and other service providers who provide services to us;

• regulators, government bodies or law enforcement agencies where we are legally required to do so; and

• other organisations where you have given permission or where there is another lawful basis for sharing the information.

We will not sell your personal information.

6. Our grant management system

We use a secure grant management system to manage applications, communications, assessments, awards and monitoring information.

Personal information submitted through our online application system is processed on our behalf by our technology providers acting as data processors, under appropriate contractual arrangements.

[ORGANISATION NAME] remains responsible for deciding why and how your personal information is processed.

7. How do we keep your information secure?

We take appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

Access to personal information is restricted to people who need it for legitimate purposes, and we expect our suppliers and service providers to maintain appropriate security measures.

However, no method of transmitting or storing information can be guaranteed to be completely secure.

8. How long do we keep your information?

We will only keep personal information for as long as we reasonably need it for the purposes for which it was collected, including where necessary to meet legal, accounting, audit or reporting requirements.

Our retention periods are determined by our records management and retention arrangements.

[ORGANISATION NAME should insert details of its retention policy or relevant retention periods here.]

When personal information is no longer required, we will securely delete or dispose of it.

9. Your rights

Under UK data protection law, you may have rights in relation to the personal information we hold about you.

Depending on the circumstances, these include the right to:

• ask for a copy of your personal information;

• ask us to correct inaccurate or incomplete information;

• ask us to delete your personal information;

• ask us to restrict how we use your information;

• object to certain types of processing;

• ask us to transfer your information to another organisation in certain circumstances; and

• withdraw consent where we are relying on consent to process your information.

These rights are not absolute and some exceptions may apply.

If you would like to exercise one of your rights, please contact us using the details below.

Email: [PRIVACY EMAIL ADDRESS]

Address: [POSTAL ADDRESS]

Telephone: [TELEPHONE NUMBER, IF APPLICABLE]

We will normally respond to requests within one month, although this may be extended where permitted by law.

10. Cookies and our website

Our website and online services may use cookies or similar technologies.

Where cookies are not strictly necessary for the operation of our website, we will provide appropriate information about them and, where required, ask for your consent.

Please see our [Cookie Policy / Cookie Notice] for further information.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our activities, technology or legal requirements.

The latest version will be made available on our website and, where appropriate, we will notify you of significant changes.

12. Contact us

If you have any questions about this Privacy Policy or how we use your personal information, please contact:

The Jones 1986 Charitable Trust

C/O UHY Hacker Young LLP

14 Park Row

Nottingham. NG1 6GR

Telephone: 01159 388 762

Email: enquiries@thejonescharitabletrust.org.uk

13. Complaints

We hope that we can resolve any concerns you may have about how we use your personal information.

If you are unhappy with our use of your information, please contact us in the first instance using the details above.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection.

Information about making a complaint is available from the ICO at:

https://ico.org.uk/global/privacy-notice/your-right-to-complain/