This Privacy Notice explains how we process any personal data we collect about you. We act as a ‘controller’ as defined in the General Data Protection Regulation (EU) 2016/679 (“GDPR”). We are committed to protecting your privacy and act in accordance with the GDPR.

Who we are

The Finnis Scott Foundation is a registered charity in England & Wales (registered charity number 1121475). We may provide grants for any charitable purpose but focus on grant-making in the areas of horticulture, fine art and art history.

The personal data we collect

We will collect the personal data you provide to us on our application form and accompanying documents, when you correspond with us by telephone, email or otherwise, or when you visit https://www.finnis-scott-foundation.org.uk/ (“Our Website”). The information you give to us may include your name, your role in the applicant organisation, address, email address and telephone number.

Through our application form, we may also collect personal data relating to other individuals, such as names of trustees or other individuals at your organisation. Any such personal data will be processed in accordance with this Privacy Notice and we ask that, where appropriate, you make a copy of this Privacy Notice available to those other individuals.

How we use your personal data

We will use your personal data for the purposes of processing and determining applications from organisations. We will use your personal data to correspond with you about our charity, an organisation’s application, and any award made.

We will only use your personal data to the extent that the law allows us to do so. By ticking the relevant box on our application form, you give us your consent to process your personal data in accordance with this Privacy Notice. We may also process your personal data (and that relating to other individuals at your organisation) where we consider it is necessary for the purposes of our legitimate interests and your interests or fundamental rights and freedoms do not override those interests. We consider it is in the charity’s legitimate interests to be able to contact the relevant people at your organisation in order to process the application and, if appropriate, administer the grant or donation.

Data Retention

We will only retain your personal data for as long as is necessary for the purposes for which we are processing it.

To determine the appropriate retention period for personal data we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Our Website uses cookies. A cookie is a small file of letters and numbers that we put on your computer.

The cookies we use allow us to distinguish you from other users of Our Website, which helps us to provide you with a good experience when you browse Our Website and also allows us to improve Our Website.

We also utilise Google Analytics to analyse data from Our Website. For more information on Google Analytics please go to the web page “How Google uses data when you use our partners’ sites or apps” located at www.google.com/policies/privacy/partners/ .

Sharing your personal data

We instruct our solicitors, Hewitsons LLP, to process the applications we receive and to administer our grants and loans. Your personal data may be processed by Hewitsons LLP in accordance with this Privacy Notice.  

We, and/or Hewitsons LLP, may use other service providers (such as IT providers) when processing your personal data.

We may also have to share your personal data with third parties, such as suppliers, when dealing with a grant request and this will be communicated to you before your personal data is shared to such third parties.

When any personal data is transferred out of the European Economic Area (“EEA”), we will ensure that appropriate safeguards are put in place. For further details regarding any transfer of personal data outside of the EEA, please contact us using the details provided below. 

We do not share your personal data with any other third parties, except as may be required to comply with any legal obligation or in order to enforce our agreements. 

Your rights

Under the GDPR, in certain circumstances you have the right to request access to your personal data, have that personal data erased or corrected, object to or restrict the processing of your personal data, or to have your personal data transferred to a third party.

If we are relying on consent to process your personal data, you have the right to withdraw your consent at any time. Please note that, if you do so, we may not be able to process your organisation’s application and/or continue administering any grant or donation.

If you have any concerns about the way we are processing your personal data, please do let us know. You also have the right to lodge a complaint with the Information Commissioner’s Office.

How to contact us

If you would like to exercise any of your rights under the GDPR or if you have any queries about how we process your personal data, please contact us:

Email: administrator@finnis-scott-foundation.org.uk

Telephone: 01604 233 233

Post: The Finnis Scott Foundation, Elgin House, Billing Road, Northampton NN1 5AU

We may update this Privacy Notice at any time. If we do so, we will inform you of the changes and provide you with a copy of the updated Privacy Notice if appropriate.

This Privacy Notice was last updated on 19.07.2019.