Privacy Policy

1 Important information and who we are.

Ewelme Almshouse Charity is committed to protecting your personal data and ensuring that it is only ever used in accordance with your rights and expectations. The Charity decides what personal data it holds, how it holds it and how it uses it. This makes it responsible for that data as a “data controller” and requires it to provide you with this privacy notice, outlining why it needs your personal data, what it does with it and your rights in relation to it.

When the Charity refers to:

‘it’,‘us’, ‘we’ or ‘our’, it means the Ewelme Almshouse Charity;
‘personal data’ means any information relating to an identified or identifiable living individual;
‘processing’,means we collect, record, organise, store, share, destroy or anonymise personal data.

Please read this privacy policy together with any other privacy notice the Charity may provide on specific occasions when it is collecting or processing personal data about you so that you are fully aware of how and why it is using your data. This privacy policy supplements other notices and is not intended to override them.

2 How do we collect data from you.

We obtain information about you when you contact us about our services and provision, apply to become a beneficiary of the Charity or apply to become a trustee.

3 What type of information do we collect from you?

The personal information we collect from you will vary depending on which services or provision you contact us about. The personal information we collect might include your name, address, telephone number, email address, and, if you apply for an almshouse, personal information and bank account details.

4 How is this information used?

In general terms, and depending on which services and provision you contact us about, we may use your information to:

Contact you by post, email or telephone;
Verify your identity where required;
Maintain our records in accordance with our legal and regulatory obligations;
Process financial transactions;
Effectively deliver our services and objects;
Prevent fraudulent applications.

We are required by legislation and other regulatory requirements to retain your data for certain lengths of time, depending upon how we engage with you. We are also required to retain information when you cease your relationship with us. The period of retention depends upon the nature of our relationship with you.

5 Who has access to your data?

We do not sell or rent your information to third parties. We do not share you information with third parties for marketing purposes. Any staff with access to your information has a duty of care to maintain confidentiality at all times.

6 Third-party providers working on our behalf.

We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. When we use third-party service providers, we disclose only the personal information that is necessary to deliver the service.

Be assured that we will not release your information to other third parties unless you have requested that we do so, or we are required to do so by law, for example, for the purposes of the prevention and detection of crime, fraud or corruption.

7 How can you access and update your information?

We wish to keep your information up to date and as accurate as possible. If any of your information changes, please contact us and let us know of any changes. You have a right to know what information Ewelme Almshouse Charity holds about you.

8 How do we secure your information?

We strive to protect your personal information. However, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. On receipt of your information, we endeavour to ensure its security on our systems. Where we process your data it will be done so in the UK. However, to operate efficient digital processes, we may, at times, need to store information on servers located outside the UK by third parties who are required to comply with the GDPR. We take the security of your data seriously and all our systems have appropriate security in place that adheres to sector good practice.

9 Your choices.

We may occasionally contact you by post or email with information or developments that may be relevant to you. If you wish to stop receiving this information please let us know by contacting the Trust Manager.

10 Your rights.

Access: you have the right to request a copy of the personal information about you that we hold.

Correcting: we want our information to be accurate and up to date, we ask you to contact us when any changes to your information is required.

Deletion: you can ask us to delete your information where:

You consider that we no longer require the information for the purposes for which it was originally obtained.
We are using your information with your consent, but you have withdrawn your consent.
You have objected to our use of your personal information – see below.
Our use of your personal information is contrary to law or our other legal obligations.

Restricting how we use your information: in some cases, you may ask us to restrict how we use your personal information. This might apply where there is no longer a basis for us using your personal data, but you do not wish us to delete it. Where this right is exercised, we may only use your personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Objecting to how we may use your information: Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

With drawing your consent: Where we use your personal information with your consent you may withdraw that consent at any time, and we will stop using your personal information for the purpose(s) for which consent was given.

11 How do you contact us.

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the Trust Manager at trustmanager@ewelmealmshousecharity.org,or write to Ewelme Almshouse Charity, c/o Wenn Townsend, 30 St Giles’, Oxford, OX1 3LE, or call 07518 297138. We review our Privacy Notice on a regular basis.It was last updated in October 2023.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.