Data Protection and Privacy Policy

Privacy Statement

This data protection and privacy policy (the “Policy”) sets out how the EA Foundation collects, uses, stores and protects any personal information that you give to us when you use this website and interact with us.

The EA Foundation is committed to protecting your privacy and personal information. We ensure that all your personal information is held securely and safely.

The EA Foundation holds and processes personal details in accordance with the rules of relevant data protection legislation including UK General Data Protection Regulation (UK GDPR) and is registered as a data controller with the Information Commissioner’s Office (ICO). If you have any questions or comments, feel free to email us at info@ea-foundation.org.uk.

How we get our personal information
We obtain data from our website and other collection methods for a number of reasons, including providing you with the most useful and relevant information about the EA Foundation. We do this through collecting and analysing both anonymous, or aggregate data, and personal data volunteered by you online for example signing up to our newsletter and submitting an application for funding, or through other collection methods, such as personal data provided in any correspondence prior to submitting a grant application or through periodic progress reports on funded projects. As part of our application process, we also request personal data for referees.

What personal information we collect
In some areas of our website, for example, application forms, we may collect personal details such as your name, address, job title, telephone number, email address and location and demographic information (“Personal information”). We use this Personal Information only for the reason you have supplied it or any other reason for which you have given us permission to do so.

In addition to information given explicitly by you, we may also collect information about your visit to our website (for example, the date and time of your visit and the pages that you view). We may also collect information on how you engage with content contained within emails from the EA Foundation, and similarly, how you interact with social media posts and content. This information may be connected to you personally and held against your record. This kind of data helps us understand your interest in the EA Foundation and better meet your needs.

Why we process your personal information
Under UK GDPR, the lawful bases we rely on for processing this information are:

·      Your consent. You are able to remove your consent at any time. You can do this by contacting us at info@ea-foundation.org.uk

·      We have a legitimate interest (see below)

We process personal data for the following purposes only:
– maintaining accounts and records
– administrative purposes and fundraising

Under legitimate interests, we can process Personal Information if we have a genuine and legitimate reason to do so and we are not infringing on your rights or best interests. This allows us to use your Personal Information for our legitimate business interests to support projects that further our aims. This will only be done with appropriate consideration being given to your rights and any impact this activity may have on you personally.

Processing data under legitimate interests may, following a balancing exercise, enable us to send you marketing and other communications that are relevant and timely. It may enable us to undertake customer research and improve our future communications.

When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under any relevant law. We will never use your Personal Information for any activity that results in your interests being considered secondary to our own (other than in instances where we are required to do so by law).

Sub-processors
The EA Foundation engages and uses data processors which may have access to your Personal Information (each a “Sub-processor”), and you hereby give your consent to this sub-processing. Prior to engaging any third-party sub-processor, the EA Foundation performs due diligence to evaluate their privacy, security and confidentiality practices.

The current list of sub-processors used by the EA Foundation is below:

Salesforce.com, Inc

The above list of Sub-processors is subject to change at any time. You should check this page periodically to ensure that you are happy with the Sub-processors we use. If you have an objection to our use of any Sub-processor listed above, please contact us by emailing info@ea-foundation.org.uk.

How we store your Personal Information
We are committed to ensuring that your Personal Information is secure. We have put in place appropriate security measures including suitable physical, electronic and managerial procedures to prevent your Personal Information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your Personal Information to those officers, employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Information on our instructions, and they are subject to a duty of confidentiality. Wherever we use software provided by third parties to process your personal information we ensure that these systems also have suitable security arrangements in place.

We have put in place procedures to deal with any suspected Personal Information breach. In the unlikely event that your Personal Information is leaked, we will be completely transparent in letting you know how, when and why this happened and the steps we intend to take to put things right.

By law we have to keep basic Personal Information for six years after we cease our interaction with you. In some circumstances we will anonymise your Personal Information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Sharing your information

Sharing your information' along the lines of 'We may share your personal data to a third party such a consultant contracted to conduct independent evaluations on our funded projects, or internal and external auditors.

How long data will be stored

Unsuccessful applications will be deleted two years after the completion of the application assessment process. However, details on the applicant's name, project title and geography might be retained.

Data on successful applications might be stored indefinitely.

Please contact us at info@ea-foundation.org.uk  if you would prefer for your personal data to be deleted.

Your data protection rights
Under data protection law, you have rights including:

·      Your right of access - You have the right to ask us for copies of your Personal Information.

·      Your right to rectification - You have the right to ask us to rectify Personal Information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

·      Your right to erasure - You have the right to ask us to erase your Personal Information in certain circumstances.

·      Your right to restriction of processing - You have the right to ask us to restrict the processing of your Personal Information in certain circumstances.

·      Your right to object to processing - You have the right to object to the processing of your Personal Information in certain circumstances.

·      Your right to data portability - You have the right to ask that we transfer the Personal Information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to exercise any of your rights above, please write to us at:
Data Controller
EA Foundation
25 North Colonnade, London E14 5HZ

Or contact us.

Please also send proof of identity, such as copy of your passport, driver’s license or proof of your identity.

How to complain
If you have any concerns about our use of your Personal Information, you can make a complaint to us at by info@ea-foundation.org.uk

You can also complain to the ICO if you are unhappy with how we have used your Personal Information by using one of the contact methods below.

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: www.ico.org.uk.

Cookies:
In some circumstances, we may collect data from our website using cookies. A cookie is an alphanumeric text file that is sent from a website and stored on your computer’s hard drive by your web browser. Cookies allow a website to remember who you are, so that when you visit them again, they recognise you as a visitor and can help you with personalised information in filling out forms, for instance, or signing in. Most browsers allow you to turn off the cookie function. To do this, look at the help menu on your browser. From time to time, we may use cookies to limit the number of times you are exposed to pop up windows or other advertising. We also sometimes use cookies to track popular points of entry to our site and routes around areas of our site (that is, click paths) during specific appeals or campaigns. This data may be connected to you personally in order to provide you with a better service. Cookies may also be used to provide you with targeted adverts that relate to actions you take on our website and content you view or engage with.

We communicate electronically in accordance with the Privacy and Electronic Communication Regulations. All our emails will offer you the chance to decline future emails. You can also amend your email and electronic communications preferences by contacting us.

Changes to the way we store and process your data:
From time to time, we will make changes to this Policy to keep it up to date and relevant. Please make sure your check regularly to see what has changed.

EA Foundation is a company limited by guarantee (Number 12303342) and a registered charity (Number 1194169). Our registered office is at 25 North Colonnade, London E14 5HZ.

Copyright and re-use

© 2023 EA Foundation. All rights reserved. EA Foundation and its logo are trademarks of the EA Foundation.

Last updated: October 2023