The Pilgrim Trust

Privacy Notice

The Pilgrim Trust is a registered charity, No. 206602, and an independent grantmaking trust.

In order to pursue our aim and to comply with our policies, we receive, store and make use of information. Some of this information is Personal Data under the General Data Protection Regulation (GDPR). This Privacy Notice sets out details of the information that we collect and hold in order to comply with the GDPR.

The Pilgrim Trust may collect, store and use the following kinds of personal information:

information that you provide to us for the purpose of enquiring about or applying for a grant;
information that you provide to us for the purpose of reporting on grants or providing case studies;
information that you provide for the purpose of applying for an employment role; or a trustee role
any other information that you choose to send to us
visitors to our website The Pilgrim Trust

Identity and contact details of the controller

The Pilgrim Trust, the controller responsible for your Personal Data, is located at 23 Lower Belgrave Street, London SW1W ONR. Justine Michell , is the individual responsible for Data Protection

How we collect your information

We may collect your personal data in a number of ways, for example:

from the information you provide to us when you interact with us before making an application for grant funding;
when you submit a formal application for a grant
from third parties, for example partner organisations (including your previous or current institutions of study) and experts involved in the peer review process for assessing grant applications, in order to verify details about you and/or your application for ag grant, or to administer your grant once awarded
when you communicate with us by telephone, email or via our website or our social media channels, for example in order to make enquiries about an application or a grant
in various other ways as you interact with us during your time as a grantee.

Where you provide us with personal data relating to others (for example, where you are making an application for grant funding on behalf of someone else, we understand that you are authorised to provide that information to us, and that you have provided this Privacy Notice.

The types of information we collect

We may collect the following types of personal data about you (and anyone at your organisation who we need to carry out due diligence checks on, for example):

contact and communications information, including: your contact details (including email addresses, telephone numbers and postal addresses)
your communication preferences
records of communications and interactions we have had with you, including information provided through our website (e.g. in online RSVP forms for events) or via social media
biographical, educational and career information, including: your name, and title
information concerning your engagement with us, including attendance at our events, responses to surveys or focus groups, records of meetings, etc.
technical data relating to your use of our website, collected through the use of cookies. A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site
and any other information relevant to a grant funding application or grant.

If we lose touch with you over time, we may use external sources to ensure that our contact details for you are up to date, allowing us to continue to communicate with you about certain events and activities which may be of interest to you. If you do not wish the Trust to do this for you, please contact us using the details at the bottom of this document.

We may also use external sources, such as information you have publicly shared on social media, to keep track of how your career has developed, for the purpose of our monitoring and evaluating how the Trust’s grant funding has been used and will be best used in the future. In collecting this information, we are not intending to process it as your personal data so much as in an aggregated form for the Trust’s statistical purposes.

How we use information

reviewing applications for grant funding and assessing their relative merits, including by considering whether the application fits one of our current areas of funding, arranging visits to your premises (in some cases) and by consulting third party experts for peer review purposes as part of the Trust’s two stage grant application process
providing you with information about our grants and our activities and publishing case studies and news items about our grantees and their studies, work and other achievements on our website (insert lion and in electronic and printed publications such as newsletters and invitations to events (which we may send to you by post, email and potentially by other means, depending on your communication preferences)
maintaining an archive with records of previous grants and previously supported grantees
administrative purposes, for example in connection with an event you have registered for or attended.

The basis for processing your information and how we use it

We may process your personal data because it is necessary for the performance of a contract with you or in order to take steps at your request prior to entering into a contract. In this respect, we use your personal data for the following:

to interact with you before you before you make an application for one of our grants (for example, to send answer any questions you have about a grant)
when you submit a formal application for a grant, in order to assess your eligibility for that grant
if you are successful in your application, to provide you with a grant in accordance with all relevant terms and conditions (and, in this respect, we may process your personal data in connection with any checks to ensure that you are complying with the conditions of your grant)
to deal with any concerns or feedback you may have
for any other purpose for which you provide us with your personal data in connection with an application or grant, including when you interact with us in accordance with the terms and conditions applicable to the use of our website.

We may also process your personal data because it is necessary for our or a third party’s legitimate interests. Our “legitimate interests” include our charitable objectives as briefly summarised above. In this respect, we may use your personal data for the following:

to monitor and evaluate the performance and effectiveness of our grants
to seek advice on our rights and obligations, such as where we require our own legal advice
to keep you informed (by letter, telephone, email and other electronic means) of information, stories and news which may be of interest to you. (If you do not wish to receive such information, or if you wish to receive this information only by certain means of communication, please let us know now or at any time in the future, and your details will be removed from our mailing list or your communication preferences will be updated, as applicable).

We may also process your personal data for our compliance with our legal obligations. In this respect, we may use your personal data for the following:

to meet our compliance and regulatory obligations
for the prevention and detection of crime
in order to assist with investigations (including criminal investigations) carried out by the police and other competent authorities.

We may also process your personal data where:

it is necessary to protect your or another person’s vital interests (in very limited circumstances, essentially where this is a matter of life or death)
it is necessary for the establishment, exercise or defence of legal claims (for example, to protect and defend our rights or property, and/or the rights or property of our grantees, partner organisations)
we have your specific or, where necessary, explicit consent to do so.

Sharing your information with other

For the purposes referred to in this privacy notice and relying on the bases for processing as set out above, we may share your personal data with certain third parties. We may disclose limited personal data to a variety of recipients including:

to our partner organisations (including your previous or current institutions of study) where necessary for the assessment of your application or administration of your grant, and afterwards where we seek to keep in touch with you or keep track of your career as an alumnus or scholar
third party reviewers and experts nominated by you (or selected by us) for peer review purposes
our employees, agents and contractors where there is a legitimate reason for their receiving the information, including third parties where we have engaged them to process data on our behalf as part of administering the award application process
internal and external auditors
when the Trust is legally required to do so (by a court, government body, law enforcement agency or other authority of competent jurisdiction), for example by the Charity Commission.

Retention period, criteria used to determine the retention period

We review how long we keep your personal data on a regular basis. We will keep your personal data on our secure systems for as long as is necessary, both to administer your grant and for our own review purposes, in accordance with the GDPR.

The existence of each data subject’s rights

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the contact address above.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

The right to withdraw consent

To the extent that, now or in the future, we rely on your consent as our lawful basis for processing your personal data, you have the right to withdraw that consent at any time.

The right to lodge a complaint with a supervisory authority

You have the right to lodge a complaint with the Information Commissioners’ Office if you think we have processed your personal data inappropriately.

Other Websites

The website contains links to other websites that are not under the control of and are not maintained by the Pilgrim Trust. We are not responsible for the content or reliability of the linked websites. The Pilgrim Trust provides these links for your convenience only but does not endorse the material on these sites.

Contact us

If you have any queries about this privacy notice or how we process your personal data, or if you wish to exercise any of your rights under applicable law, you may contact our Information Officer

by telephone: 07498 218234
or by post: Justine Michell, The Pilgrim Trust, 23 Lower Belgrave Street, London SW1W ONR