Privacy Statement
Bishop Fox’s Educational Foundation Privacy Notice for Applicants

Data Protection Act 1998 and General Data Protection Regulation 2018

Bishop Fox’s Educational Foundation BFEF takes the safeguarding of all applicant’s privacy and information very seriously. In order to meet the enhanced requirements of the General Data Protection Regulation 2018 (GDPR) this notice explains what information we collect about you, why, who we share it with, and for how long.

Bishop Fox’s Educational Foundation (BFEF) is a grant giving charity for young people.

c/o Somerset Community Foundation 
Yeoman House 
Shepton Mallet
Somerset 
BA4 6QN

Tel: 01749 344949

E: info@bfef.org.uk

Bishop Fox’s Educational Foundation is a charitable organisation that is administered by Somerset Community Foundation, and we fully endorse and adhere to Data Protection principals as set out in their Data Privacy Statement and Data Protection Policy. 

Please see here for details: 

https://www.somersetcf.org.uk/about-us/privacy-statement
https://www.somersetcf.org.uk/uploads/images/Data%20Protection%20Policy%202018.pdf 

What personal data do we collect about you, and for what purpose?

BFEF has a legitimate interest in processing your personal data if you apply for financial assistance. It is in applicant’s financial interests to submit an application for BFEF to consider granting an award. In order for Trustees to consider applications they need to be made aware of the amounts being requested, and reasons why financial assistance is required. Applications may include health or financially sensitive information and we ensure that this data is held securely.

If you apply to the BFEF for grant assistance, we will ask you to complete an application form which contains personal details. If not submitted directly on the BFEF website, this personal information on your application may need to be forwarded either by email to the administrator or sent in the post to the offices of Somerset Community Foundation. We cannot guarantee the security of the computer or device you use to submit your application, please ensure your cyber security is up to date.

Who do we share your personal data with?

Your application is shared by Somerset Community Foundation with the trustees. This is done by secure encrypted email in order to make an informed decision about your application. If you are successful, grant payments will be made to the provider of the services or goods. The provider will receive a payment for your grant award and your name as a reference. 

We do not share your personal data outside of the EEA and we seek assurances from any third parties who process your data that they will take adequate measures to keep your data secure.

How long do we keep your personal data?

Only successful applications will be held securely on our server and in a locked safe for a maximum of 7 years in order to comply with Charities legislation. After this, printed records will be shredded and digital records will be deleted. 

Unsuccessful or withdrawn applications will be kept for 3 years from the date the last grant application was received if the application is rejected unless we are contractually obliged to retain the data for longer than this. After this both print and digital forms will be destroyed / deleted. 

What rights do you have as an applicant?

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:
• Where our use of your data requires consent, you may withdraw this consent at any time.
• Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
• Where you have not given us your personal information directly, you may request to be told the source of the information.
• You may request to have inaccurate information amended or destroyed.
• You may request a copy of the data we hold about you. A small fee may be payable.
• You may change or stop the way in which we communicate with you or process data about you. Activities like processing Gift Aid donations, or managing a Fund Agreement, may mean we cannot entirely stop processing your data. We will always endeavour to comply with such a request, however.
• If you are not satisfied with the way we have processed your data, then you can complain to the Office of the Information Commissioner.
• You can ask us to remove you from our database at any time by e-mailing forgetme@somersetcf.org.uk or by writing to us at the address below.

If you have a concern about how we have handled your information you can report this to the Information Commissioners Office (ICO).

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