Privacy Policy

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Who we are

East Suffolk Trust (“we”, “us”, “our”) is committed to protecting your personal information. This notice explains how we collect, use, and store information from people and organisations applying for grants or interacting with our programmes.

Grant applications and awards

We may collect information about you and your organisation that is necessary to assess and administer grant applications or manage stakeholder engagement. This may include:

• Information that identifies you personally (e.g., name, contact details).
• Information about your organisation and its activities.
• Information related to your application, project, or engagement with us.
• Any supporting documents or files submitted as part of your application.

If you enquire or apply for a grant with us, we may use your information to:

• Assess applications and manage grants.
• Communicate with you about your application or engagement with us.
• Maintain accurate records for programme management and reporting.
• Improve our grant-making processes and stakeholder engagement.
• Fulfil legal, auditing, and public reporting obligations, including publishing limited grant information through 360Giving / GrantNav (without sharing personal contact information).

Your information may be shared with:

• Our staff, Trustees, and contractors involved in grant-making or engagement.
• Third-party service providers that help us manage applications and awards. We use a premium version of Fillout for our grant applications, whose privacy information can be found here. We also use a premium version of Airtable for managing our grant data, whose privacy information can be found here. 
• Public reporting: limited information about grants may be published (organisation name, grant amount, project summary, identifiers), for example via 360 Giving/GrantNav. Personal contact details are not shared.
• Legal obligations: we may share information if required by law.

We will keep your information only as long as necessary to fulfil the purposes above:

• Personal information related to applicant and grant records will be retained for 6 years after a grant decision or completion of a project.
• Organisation information that is necessary for our records or reporting may be retained longer.
• Personal contact information is retained no longer than needed and is securely deleted or anonymised when no longer required.

Newsletter

If you choose to sign up to our newsletter, we will use your name and email address (and organisation information if you choose to share it) to send you updates about our work, funding opportunities, events, and impact. Only East Suffolk Trust staff will have access to this mailing list, which is held on our grants management system. You can unsubscribe at any time by using the link in our emails.

Job applications

If you apply for a job or Trustee role with East Suffolk Trust, we will collect personal information needed to manage the recruitment process. This includes information you provide in your application, CV, covering letter, and any supporting materials, as well as information from referees where relevant. We only collect information that is necessary for recruitment.

We use job applicant information to:

• Assess applications and make recruitment decisions.
• Communicate with you about your application and the recruitment process.
• Carry out appropriate checks, such as references.
• Maintain records of our recruitment processes.
• Meet legal and regulatory obligations.
  

Your information will be accessed by East Suffolk Trust staff and Trustees involved in recruitment. We may also share information with third-party service providers that support recruitment or communications, and with legal or regulatory bodies where required by law. We do use or not share applicant information for commercial or marketing purposes.

Information relating to unsuccessful applicants will normally be kept for up to 12 months after the recruitment decision and then securely deleted or anonymised. Information relating to successful applicants will be retained as part of their employee record.

Your rights

You have the right to:

• Access your personal data.
• Correct inaccurate information.
• Request deletion of personal data where legally allowed.
• Restrict or object to certain processing.
• Withdraw consent for communications.

Contact

For questions about this privacy notice or how we process data:
Email: enquiries@eastsuffolktrust.org
Phone: +44 (0)1728 901962