Privacy Policy and Terms & Conditions

Your privacy is very important to the Mildred Fund (The Data Controller). We are committed to safeguarding the privacy of each data subject. This GDPR Privacy Policy sets out how we will treat the personal information we hold and some of the steps we have taken to be GDPR compliant. If you have any questions about this privacy statement or our treatment of your personal information, please write to us by email at hello@mildredfund.org.

This Statement sets out the steps that the Mildred Fund has taken as part of the process to ensure continual GDPR compliance.

The EU General Data Protection Regulation (GDPR) superseded the existing Data Protection Act in the UK on 25 May 2018. GDPR was designed to protect and empower all EU citizens’ personal data and to overhaul the way that organisations approach data privacy.

In light of this the Mildred Fund continues to review its use of personal data and has produced a GDPR Privacy Policy to make clear our GDPR responsibilities and approach. We will review our internal systems and procedures annually to ensure that we meet the enhanced GDPR requirements.

The Mildred Fund will comply with the GDPR principles requiring that personal data is:

• Processed lawfully, fairly and in a transparent manner in relation to individuals
• Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
• Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
• Accurate and, where necessary, kept up to date
• Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed
• Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures

The Mildred Fund may process the following kinds of personal information:

• Name, job title, organisation, contact details and location details if provided
• General information that you provide to us (via email, phone, postal correspondence, or in person).
• Any other information that you choose to send to us
• Information about our contractors, grantees, Advisory Board members and partners (such as name, address, email, twitter handle, telephone numbers)
• Limited special category information if you apply to take part in any events, such as ethnicity.

Personal data submitted to us will be used for the purposes specified in this Policy.

We may use your personal data to:

• Contact you via telephone, email or by postal correspondence

Data is processed for the following reasons:

• As necessary for the performance of tasks carried out in the legitimate interest, namely the support of the Mildred Fund aims
• To continue an on-going relationship with Mildred Fund grantees, partner organisations, Advisory Board members and suppliers
• In processing data under our legitimate interest, we continue to consider our privacy impact and maintain a low risk to data subjects

We will not:

• Collect any data that is not relevant to the above
• Sell or rent your information to third parties
• Share your information with third parties for marketing purposes

The Mildred Fund reserves the right to hold data in order to share information about the work of the Fund. We will keep data for as long as is needed to complete the task for which it was collected. The Mildred Fund’s relationships with grantees and partners are often long term, and so we expect to keep your data for as long as that relationship exists.

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. The Mildred Fund will store all the personal data you provide on its secure cloud-based services. Our IT suppliers are all GDPR compliant and provide secure systems. Any hard copies/printed documents which may contain personal information are stored in our secure files which can only be accessed by the Mildred Fund.

Your information may be accessed by relevant consultants or subcontractors or team members or other suppliers insofar as is reasonably necessary.

In addition, we may disclose your personal information to third parties:

• To the extent that we are required to do so by law (HMRC, Charity Commission)
• In connection with any legal proceedings or prospective legal proceedings
• To any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information

Except as provided in this Policy, we will not provide your information to third parties. We may from time-to-time pass data to other organisations, known as Data Processors, to provide specific services to us. An example would be providing data to a mailing house in order to send copies of a publication you have requested in the event of us producing a hard copy publication. A contract is always in place with a Data Processor, and they are not allowed to do anything with your data other than that which we have requested (in this case to deliver the publications to the address you have provided).

Information that the Mildred Fund collects may be stored and processed in and transferred between any of the countries in the European Economic Area (EEA) in accordance with this privacy statement. The information which you provide to us may be transferred to countries outside the EEA. For example if any of our cloud servers (e.g. Mailchimp) are from time to time located in a country outside of this region. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

The law requires us to tell you that you have a variety of rights about the way we process your data. These are as follows.

• You may change or stop the way in which we communicate with you, or process data about you, and if it is not required for the purpose you provided it, then we will do so
• Where our use of your data requires consent, you may withdraw this consent.
• Where we rely on our legitimate interest to process data, you may ask us to stop doing so
• If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner (https://ico.org.uk/concerns/)

You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to:

• A written request stating the information you require
• The supply of appropriate evidence of your identity

We will provide you with this information within 30 days of receiving your request.

The accuracy of your information is important to us so do let us know any updates to your contact details as soon as you can, and we will ensure that we update our records promptly. Only the accurate and up-to-date data will be kept.

This Policy will be reviewed annually and we may update it from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.

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

Team members of the Mildred Fund, including freelance consultants where appropriate, will be adequately trained in our GDPR procedures (as outlined in this policy). The Mildred Fund does not legally require a Data Protection Officer; however, our freelance Comms Lead will lead on GDPR and ensure that all team members are trained and that we remain fully compliant at all times.

If you have any questions about this privacy statement or our treatment of your personal information, please write to us by email to hello@mildredfund.org.

The copyright in the contents of this website is owned by the Mildred Fund or its licensors. The copyright for individual research reports resides with their authors and we publish them on this website under license. This includes, but is not restricted to, text, images and videos.

We may on occasion gather information regarding your computer whilst you are on our website. This enables us to improve our services and to provide statistical information regarding the use of our website. You won’t be identified personally; data gathered is statistical and relates only to visitors to the site and their use of it.

Although care is taken to check and test material at all stages of production, we cannot accept responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst using material derived from this website.

This website has links to external resources or other websites. These are to help you find interesting evidence and resources or organisations that can help to improve cultural learning practice. The Mildred Fund is not responsible for the content or accuracy of those websites, or the reliability of the linked website. Please look at the terms of use of any websites you visit.

If you do find something that you think is inappropriate, please report this to hello@mildredfund.org.

We have tried to ensure the accuracy of the contents and information provided in this website, as at the time of posting. However we disclaim all liability to you arising out of your use of the site.

These terms and conditions of use and your use of the services shall be governed by and construed in accordance with English law, and the English Courts shall have exclusive jurisdiction in connection with all matters relating to these terms and conditions of use.

Get in touch if you have feedback or suggestions for this website, or wish to contact the Mildred Fund: hello@mildredfund.org.