Privacy Policy

Privacy Notice

This Privacy Policy applies to information we, the John Sykes Foundation (“JSF”) collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it.

If you have any comments or questions about this notice, feel free to contact us at mail@johnsykesfoundation.org.

Personal data that we process

These privacy notices explain what personal data (information) we hold about you, how we collect it, and how we use and may share information about you. It also contains important information about your rights with regard to your personal data, and how to contact us or supervisory authorities in the event you have a complaint. We are required to notify you of this information under the General Data Protection Regulation.

Visitors to our website

The JSF website collects personal information about you when you interact with the following sections on www.johnsykesfoundation.org. We only collect the personal information that you yourself enter:

  • Use any of the various email links from the website; these open an email in your own email client and we only collect the email address the email is sent from, and any other information you choose to disclose in the body of the email.
  • Contact us form; here we ask for:
    • Your name;
    • Your e-mail address;
    • Your telephone number;
    • Any other information you choose to disclose in the message and subject sections; and
    • Whether you would like to join our mailing list.
  •  How we can help form; here we ask for:
    • Grantee name;
    • Grantee address;
    • Grantee telephone number;
    • Grantee e-mail address
    • Grantee Date of birth;
    • Name of person applying for grant if different from grantee;
    • Address of person applying for grant if different from grantee;
    • Telephone of person applying for grant if different from grantee;
    • Email of person applying for grant if different from grantee;
    • Association of applicant from grantee;
    • The level of grant that is being applied for;
    • The reasons for the application;
    • The area of interest in which the application falls;
    • The financial circumstances of the grantee;
    • Signature;
    • Bank details;
    • The amount of your donation;
    • Gift aid information; and
    • Whether you would like to join our mailing list.

This information is stored and only used in conjunction with the enquiry made, unless you opt to join our mailing list in which case we will add your email address to our database for periodic information about the JSF.

Cookie use, and how to delete or control them

JSF does not use cookies to collect or store personally identifiable information about you. However, if you wish to restrict or block the cookies which are used on www.johnsykesfoundation.org you can do this through your browser settings. The Help function within your browser should tell you how.

Alternatively, you may wish to visit www.aboutcookies.org which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your computer as well as more general information about cookies. For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.

Please be aware that restricting cookies may impact on the functionality of the JSF website.

List of cookies used on the JSF website

_utma | Google Analytics cookie; tracks the number of times you have visited the site;

_utmb and _utmc | Google Analytics cookies; work together to calculate how long you have spent on the website in each session;

__utmz | Google Analytics cookie; tracks what search engine you have visited the site from and which search terms you used to find the website.

Donors and those who help to support our foundation

Who we are

The JSF collects, uses and is responsible for certain personal information about you in compliance with the General Data Protection Regulation which applies across the European Union (including in the United Kingdom). We are responsible as controllers of that personal information for the purposes of those laws.

In this privacy notice, references to “we” or “us” means the JSF.

Data Protection principles

We will comply with the data protection principles when gathering and using personal information, as set out in our data protection policy.

The personal information we collect and use: Information collected by us

In the course of fulfilling your intention of donating money and your expectation of receiving confirmation of your donation we collect some or all of the following personal information when you provide it to us

  • Name;
  • Address;
  • Telephone number;
  • E-mail address;
  • Signature;
  • Bank details;
  • The amount of your donation;
  • Gift aid information; and
  • Whether you would like to join our mailing list.

From time to time you may voluntarily give us further personal data.

How we use your personal information

We will typically collect and use this information to ensure that your donation is appropriately recorded, that any Gift Aid returns can be made and so that we can keep you updated with the work we are doing at the JSF.

We seek to ensure that our information collection and processing is always
proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

Who we share your personal information with

We will only share your personal information with law enforcement or other authorities if required by law.

Other than the above we will not share your personal information with any other third party without your prior written consent beforehand.

Those applying for a grant from our foundation

Who we are

The JSF collects, uses and is responsible for certain personal information about you in compliance with the General Data Protection Regulation which applies across the European Union (including in the United Kingdom). We are responsible as controllers of that personal information for the purposes of those laws.

In this privacy notice, references to “we” or “us” means the JSF.

Data Protection principles

We will comply with the data protection principles when gathering and using personal information, as set out in our data protection policy.

The personal information we collect and use: Information collected by us

In the course of fulfilling our obligations to ensure that we are fairly distributing funds from the JSF we collect some or all of the following personal information when you provide it to us:

  • Grantee name
  • Grantee address;
  • Grantee telephone number;
  • Grantee e-mail address;
  • Grantee Date of birth;
  • Name of person applying for grant if different from grantee;
  • Address of person applying for grant if different from grantee;
  • Telephone number of person applying for grant if different from grantee;
  • Email of person applying for grant if different from grantee;
  • Association of applicant from grantee;
  • The level of grant that is being applied for:
  • The reasons for the application;
  • The area of interest in which the application falls;
  • The financial circumstances of the grantee
  • Signature;
  • Bank details;
  • Proof of your address by way of Council Tax bill or other relevant information;
  • A copy of your credit report to confirm your financial status;
  • Diagnosis letters and/or referral letters from professionals; and
  • Whether you would like to join our mailing list.

From time to time you may voluntarily give us further personal data

How we use your personal information

We will typically collect and use this information to assess your application and for our Trustees to decide whether or not to grant the application and so that we can keep you updated with the work we are doing at the JSF.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

Who we share your personal information with

We will only share your personal information with law enforcement or other authorities if required by law.

Other than the above we will not share your personal information with any other third party without your prior written consent beforehand.

Where your personal information may be held

Information may be held at our office in the UK, on Dropbox and Mailchimp.

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our Data Protection Policy.

How long your personal information will be kept

We may retain information for up to 6 years in accordance with UK tax and liability laws.

Reasons we can collect and use your personal information

We rely on “legitimate interest” as the lawful basis on which we collect and use
your personal data in order to carry out the functions of a professional registered charity.

Your rights under GDPR

Under the General Data Protection Regulations you have a number of important rights for which we cannot charge. Those rights which are applicable to the data we hold include the right to:

  • fair processing of data and transparency over how we use your data
  • access your personal data and to certain other information given here
  • require us to correct any mistakes in your data
  • require the erasure of personal information concerning you in certain situations
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • object at any time to processing of personal information concerning you for direct marketing
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information in certain circumstances
  • claim compensation for damages caused by our breach of any data protection laws

For further information on each of those rights, including the circumstances in which they apply, see the UK Information Commissioner’s Office website.

If you would like to exercise any of those rights, please:

  • Email us at mail@johnsykesfoundation.org, write to our Data Protection Officer at the following address: 23/24 Market Place, Reading RG1 2DE, or call us on 0118 903 5909;
  • let us have enough information to identify you;
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know the information to which your request relates, including any account or reference numbers, if you have them.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information. If you wish to contact us about a suspected breach, or if you have any questions or queries about how we are processing your data, please Email us at mail@johnsykesfoundation.org, write to our Data Protection Officer at the following address: 23/24 Market Place, Reading RG1 2DE, or call us on 0118 903 5909.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or by telephone on: 0303 123 1113.

Changes to this privacy notice

This privacy notice was published on 1/1/2018 and last updated on 13/10/2018.

We may change this privacy notice from time to time, and when we do so we will inform you.