Idlewild Trust Privacy Policy

Idlewild Trust takes your privacy seriously.  We have adopted this Privacy Policy in recognition of your right to keep personal information private.  The policy describes our privacy practices in relation to your use of our website and our treatment of all personally identifiable information that we collect or hold.

What is the Idlewild Trust?

The Idlewild Trust is UK registered charity and independent grant-making trust that supports conservation and the arts.  We support programmes that address the lack of opportunities for young professional musicians, dancers, actors, writers, artists and those involved creatively in the arts, particularly at an early stage in their career.  We also support the conservation of important works of art and historic objects being lost through the lack of funds to look after these works. We do this by making grants to UK registered charities.

The information we collect

We will only collect personal information from you where we have a legitimate reason to do so and/or you give your explicit consent.  When you register on our website, we only collect your name and email address. When you apply for a grant for your organisation from us, we will collect personal data so that we can contact you about your organisation’s application, assess the application, contact you about any grant we can or can’t make and about any monitoring of the grant.  We will also seek consent to hold personal data to contact you occasionally with news, invitations and for your views on our funding programmes.  

We intend to hold the minimum amount of personal data in order to process your grant application. If you give any personal data in your application about someone other than the main contact in the application (for example, the name of a project manager), we will ensure that data is kept confidential in accordance with our privacy policy, but it is your responsibility to ensure your organisation has its own consent for its inclusion in the application.  

How we collect and store the information and its security

We receive registrations and grant applications via online forms built using software called Benefactor owned by Gallery Partnership Limited. Benefactor is hosted by Gallery Partnership on cloud-based Microsoft Azure servers. Azure meets the highest standards of security with comprehensive compliance coverage and holds six ISO (International Standards Organisation) certifications. Data stored in Azure is encrypted at rest using Microsoft’s Bitlocker.  Benefactor Online applications are securely hosted with Amazon Web Services (AWS) in the EU.   AWS holds four ISO certifications.  Data stored in AWS is encrypted at rest using AES256 security cyphers.

AWS servers and Azure servers used by Benefactor are stored in in EU-based Microsoft datacenters, with physical security and 24x7x365 surveillance, environmental protections and secure access policies

All personal data is securely stored on Benefactor, and Gallery Partnership gives its assurance that it will never view, access, sell, or distribute personal data held on Benefactor to a third party, unless it is required to do so by law.

All personal data is securely stored on Benefactor, and Gallery Partnership gives its assurance that it will never share personal data held on Benefactor to a third party unless required to do so by law.  Gallery Partnership gives an undertaking that it will not review, share, distribute, or reference any of its customer’s data, unless it is required to do so by law.

How we use your information

We will use the personal information we collect for the purpose stated when collected or as set out in this policy.   We will not use your personal information for any other purpose without first seeking your consent, unless we are required to do so by law.  Generally, we will only use your personal information as follows:

• to contact you in relation to your organisation’s grant application or any subsequent grant, including the monitoring of a grant
• to contact you with any up-dates about our work and funding programmes
• occasionally to invite you to events on behalf of your organisation
• occasionally to consult you on behalf of your organisation about our funding programmes
• occasionally to share information from your application with another funder if your programme or project is also being supported by that other funder, or that funder is listed as a potential funder. This will not include your personal information.

Your personal information will be held only for as long as it is required for our grant-making processes.  This is typically for two years after the decision to fund or not fund is made.

The Terms and Conditions that are signed by grantee contacts are in paper form and held securely for 6 years, meeting auditing requirements.

Confidentiality

Your personal information will be kept strictly confidential.  We will not share it with any third-party organisations or individuals. Your personal information will not be sold or given away to anyone else, unless we’re required to do so by law.

Access to your information

You can request access to the personal information that we have about you by contacting our office – contact details are below.  We will aim to provide a response within a month of receipt.

If you would like to ask us to change personal information that is out of date or inaccurate, or delete information, please contact us.   

Withdrawing consent

If you wish to withdraw your consent for us to use your personal information, you can do so at any time using the contact details listed below.  

Changes to this Privacy Policy

We may amend this Privacy Policy and will publish the amended version on our website www.idlewildtrust.org.uk. 

Cookies

A cookie is a small file which stores information that a website puts on your hard disk so that it can remember something about you at a later time. Typically, a cookie records your preferences when using a particular site. Cookies enable us to identify your device, or you when you have logged in. We use cookies that enable you to move around the site or to provide certain basic features. 

We use cookies to enhance the functionality of the website by storing your preferences, for example. We also use cookies and third-party tracking (Google Analytics) to help us to improve the performance of our website to provide you with a better user experience.

We don’t sell the information collected by cookies, nor do we disclose the information to third parties, except where required by law.

If you wish to restrict or block the cookies which are set by our website, or any other website, you can do this through your browser settings. The ‘Help’ function within your browser should tell you how.

Contacting us

If you would like any further information or if you have any queries, problems or complaints relating to our Privacy Policy, please contact the Director who is designated by the Trustees of Idlewild Trust to take responsibility for data protection compliance:

Director
Idlewild Trust
info@idlewildtrust.org.uk

May 2024