The Sainsbury Family Charitable Trusts (SFCT) is the operating office of 17 different independent grant-making trusts established by members of three generations of the Sainsbury family.
Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws and being transparent about how we use personal data.
We have policies, procedures and training in place to help our employees and volunteers understand their data protection responsibilities and follow the data protection principles.
The purpose of this policy is to give you a clear explanation about how we collect and use your personal information.
How we collect personal information
We collect and use personal information about:
- Grant applicants
- Individuals at the organisations we work with
- Directors and trustees
- Job applicants
We may collect information about you from different sources, for example:
- From you directly when you:
- Apply for a grant from us
- Receive a grant from us
- Register for one of our events
- Participate in a campaign
- Donate to us
- Complete a survey
- Apply to volunteer with us
- Sign up via our website to hear news from us
- From other people who think that you may be interested in supporting the Trusts
- From the public domain when we think you may be interested in supporting the Trusts
- From you when you make an application to work for us, or from third parties such as your previous or current employers so we can verify details about you
- From external sources such as publications and works, patents and clinical trials, external reviewers or advisors when you apply for or are awarded a grant from us
- When you review grant applications for us
- From CVs provided to us in our applications
The personal information that we use
We only collect personal information that we genuinely need.
This may include:
- Contact details such as name address, email address and phone numbers
- Date of birth
- Dietary requirements where this is required for catering
- Bank account details
- Passport information
- Medical information
- Benefits received
- Employment details
- Photographs and video recordings
- Tax and residency status for statutory requirements
- We may also collect:
- your bank account details, tax and residency status
- references from previous employers or educational institutions
- contact details for your family members and next of kin
- information concerning your health and medical conditions
- information about your race, ethnicity and sexual orientation
- details of criminal convictions
- benefits received
Our legal basis for processing personal information
We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced and does not unduly impact your rights. For example, to process a grant application.
We may collect and use your personal information with your consent. For example, to send you marketing emails, to take and use your photograph, to collect relevant medical information. You can withdraw consent for this at any time.
We may also collect and use personal information as required to fulfil our legal obligations as a registered charity and employer.
Usually we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details with the emergency services if we believe it is in your ‘vital interests’ to do so. For example, if someone is taken ill during one of our events.
How we use personal information
We will only use your personal information for the purpose which it was provided to us for and in ways that you would reasonably expect.
Grants to organisations and individuals
We collect and use personal information from individuals who:
- Are interested in applying for a grant for themselves or their organisations
- Apply for a grant
- Receive one of our grants
We process this personal information to pursue our legitimate interests as a funder (and your interests as an applicant) and fulfil our charitable aims.
To identify potential beneficiaries
We may collect and use personal data to undertake research to identify potential beneficiaries
If you enquire about applying for a grant
To assess your eligibility and suitability for a grant we will ask you to provide us with headline details and a brief cv which we may share with advisors.
We may also collect information about you and in relation to a potential application from external sources such as publications and works, patents and clinical trials, external reviewers or advisors to assess and advise you if a grant application would be considered.
If you apply for a grant
If you apply for a grant we will use the personal information provided to us to consider and process the grant application. This may include:
- Name and title
- Contact details
- CVs – education, training and career information
- Details of proposal
- Letters of support
- With your consent, information relating to date of birth, gender, ethnicity and race and disability for diversity monitoring purpose.
The personal information may be in relation to individuals making an application, employees and trustees.
We may also collect information relating to applications, from external sources such as publications and works, patents and clinical trials, and possibly external reviewers or advisors.
To assess and review applications we may share personal information with:
- IP Agents
- Specialist assessors for programmes
- External reviewers and advisors who may be based at academic institutes or in the private sector.
We may also use and share the information provided to undertake monitoring and evaluation of award rates, trends in application decisions, and fairness and efficiency of application decisions.
If you are awarded a grant
We already hold personal information from the application stage but we may now collect the following additional information:
- Bank details to award and administer your grant
- Grant spend information
- Annual and end of grant information
- Information relating to post-award issues such as requests for supplements or extensions
- Survey information collected during or after completion of the award
- Information relating to date of birth, gender, ethnicity and race and disability for diversity monitoring purposes (and only with your consent)
The prime use of the personal information is to award and manage grants. We also use it for monitoring, evaluation and reporting purposes so that we can consider important factors such as trends in funding areas, the impact and reach of our funding, and the demographic make-up of funding areas.
When legally obliged we will share grant recipients’ personal information with HMRC for common reporting purposes.
We may need to share it with external reviewers and advisors (e.g. project oversight groups, grant monitors, evaluation specialists) to review, monitor or evaluate grants.
We may need to share your contact details with suppliers.
Awards and events
We may use the personal information of stakeholders, beneficiaries, funders and award nominees to invite you to our awards and events. For example, Ashton or Jerusalem awards.
If you register for one of our events, we will use the information you provide to us to process your registration and enable you to attend. We may also invite you to future events. This may include sharing some of your information with third parties that are involved in running an event. We may issue an attendees list at the event and publish the names of nominees and award winners on our website. Our legal basis for using your personal information in this way is legitimate interest.
If you choose to provide us with your dietary requirements, we may share them with third parties that we use to provide catering at our events. We will collect and use your dietary information with your consent.
Raising awareness of our work
We will collect personal information from our existing supporters and the public domain to research and identify potential new supporters and partners. Our legal basis for using your personal information in this way is legitimate interest.
We will use the contact details of new and existing supporters to inform you about our work. We will send you relevant information by post and / or email. Our legal basis for using your personal information in this way is legitimate interest. You can opt out or unsubscribe from receiving these communications at any time.
If you opt into our mailing list we will use the information that you provide to email you information about our events, campaigns and other items of interest. You can opt out or unsubscribe from receiving this information at any time if you wish. Our legal basis for using your personal information in this way is your consent.
We only use your personal information in case studies when you have consented for us to do so. We will make it clear to you how we might use your information and who we may share it with; again, we will only do so with your permission. Our legal basis for using your personal information in case studies is your consent.
Photographs and recordings
We use photographs and recordings to promote the Trust and the work that we do. We take photographs and recordings of people that agree to be the subject of one of our case studies. We always obtain permission from the individual to take and use their image and explain how we intend to use it. Our legal basis for using personal information for this purpose is consent.
If you choose to participate in one of our campaigns, we will use the information you provide to us as expected for that campaign. Our legal basis for using your personal information for campaigning is for the legitimate interest of the Trust and fulfil our objective to influence people to take decisions that will improve our lives and the lives of others. Any further email communications to you about the campaign will include an unsubscribe function to enable you to inform us that you no longer wish to hear about that campaign.
If you choose to take part in one of our surveys, we will use the personal information that you provide to process the results of the survey and undertake analysis. We will not share the personal information that you provide in a survey with any other organisations. Survey results will be anonymised before being shared or published. Our legal basis for using the personal information that you choose to provide to us in a survey is legitimate interest.
If you kindly donate to us, we will use your personal information to collect your donation and maintain a record of our supporters. Our legal basis for using your personal information for this purpose is to fulfil our legitimate interest and to raise funds for our work.
We will use the personal information including passport and medical information when making travel arrangements for employees, trustees and consultants. We may share some of this information with our insurance company and travel agents. Our legal basis for processing this personal information is legitimate interest. We will obtain your consent when collecting and using information relating to your health.
Employee and volunteer recruitment
If you provide us with information about yourself, such as a resume or curriculum vitae, in connection with a job or volunteer application or enquiry, we may use this information to process your enquiry. We will not store this information for any purpose other than that relating to your application. Our legal basis for using your information in this way is for our legitimate interest.
Employee administration and payroll
We will process personal information of our employees to fulfil our contract with them. This includes payroll processing and the provision of training. We are required by law to share some financial information with the HMRC. We may also need to share some personal information with other organisations, for example solicitors, pension providers. We process employee personal information to fulfil our contracts with our employees and meet our legal obligations as an employer.
Processing expenses and honoraria
If you claim expenses from the Trust or we pay you an honorarium, we will use your personal information including your bank account details to process your claim. Our legal basis for using your information for this is legitimate interest.
We process relevant personal information about existing and potential trustee and committee members and directors for governance purposes.
We may undertake DBS and other checks to identify any criminal and other activity we need to be aware of. We will do this with your consent.
We will share some personal information with the Charity Commission, Companies House and HMRC.
Our legal basis for this processing is to meet our legal obligations with the Charity Commission and Companies House and other relevant regulatory bodies in other territories.
Health and safety
We are legally obliged to collect personal information of employees, visitors and contractors for health and safety purposes. We may be required to share some of this information with HSE.
We will process your personal information if you choose to volunteer with us. We will keep a record of your contact details, experience and qualifications. Our legal basis for using your information in this way is for our legitimate interest. It may also be necessary to run DBS and other checks to identify any activities we need to be aware of; we will seek your consent before doing so.
We will use the personal information of Researchers to commission research. Our legal basis for using your personal information in this way is for the performance of a contract.
We will use the personal information of Researchers to commission research. Our legal basis for using your personal information in this way is for the performance of a contract.
We will use the personal information of contacts at suppliers to pay them. Our legal basis for using your personal information in this way is for the performance of a contract.
Complaints and general enquiries
If a complaint is raised with us, we will process the personal information that is provided to us to manage and resolve the complaint. Our legal basis for using personal information for this purpose is legitimate interest.
How we store personal information
We store personal information that we collect in relation to our grant applicants, beneficiaries, individuals at organisations we work with, event attendees, volunteers, consultants, and researchers in a client relationship management database which is used by all Trusts at SFCT.
Cookies and aggregate information
Sharing personal information
We will not sell or exchange your personal information.
We will only share your personal information where we are required to fulfil our contract with you, or legitimate interest, where we have your consent, or we are required to do so by law.
We may share your personal information with third party organisations who will process it on our behalf, for example a mailing house, our website administrator or printers. Everything an external service provider does is strictly governed by a contract. In addition, before we share any information with those service providers, we put in place a signed Data Processing Agreement which confirms that the personal information we provide will only be used for the purposes we specify and will be processed in line with data protection legislation.
We may share some personal information in relation to grant applications with:
Advisors and reviewers
Funding partners e.g. the UK Research Councils, World Health Organisation, Royal Society
Partners and third parties such as universities and research institutes and for the purposes of monitoring, evaluation, research and learning
We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; our pension provider; and our IT support, Dynamics 365 service provider and data storage providers.
Where required, we will process personal information to comply with our legal obligations. In this respect we may use your personal data to comply with subject access requests; tax legislation; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.
Transferring personal data outside of the EEA
We may need to collect or send some personal information outside of the EEA to individuals and organisations who are connected to or working on behalf of SFCT, for example we may send scientific applications to reviewers and assessors funding partners
If we transfer personal information to countries or jurisdictions which do not have a similar standard of data protection law in place, we will inform you in advance of the need to transfer the information and ensure that there is a contract in place with the recipient.
If you no longer wish to receive communications from us, please contact firstname.lastname@example.org You can also unsubscribe at any time to mailings that we may send to you about our work and that we think will be of interest to you.
You also have the right to:
- Request a copy of the information we hold about you. Requests should be addressed to email@example.com. We will respond within 30 days of receiving your written request.
- Tell us to change or correct your personal information if it is incomplete or inaccurate. Please contact us at firstname.lastname@example.org.
- Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information. Please contact us at email@example.com.
- Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation. Please contact us at firstname.lastname@example.org.
- Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a disproportionate impact on you. Please contact us at email@example.com.
How long we keep your personal information
We will hold your personal information for as long as is necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment or audit purposes.
Changes to this policy
The Information Commissioner’s Office
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal information in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.