Privacy Notice

The Geoffrey Watling Charity Registered Number 1025258

Date of last review: 4th September 2026

Definitions

The Charity means The Geoffrey Watling Charity, a registered charity number 1025258

GDPR means the General Data Protection Regulation (2018)

DPA 2018 means Data Protection Act 2018

DUAA means Data (Use and Access) Act 2025

Contact Details
Post: The Geoffrey Watling Charity, 8A Ber Street, NORWICH, NR1 3EJ
Telephone: 01603 766736
Email: enquiries@geoffreywatling.org.uk

Introduction

• 1) This Privacy Notice explains how The Geoffrey Watling Charity (“the Charity”) collects and uses personal information. It also explains what information we collect and the legal basis for that. We are committed to protecting your privacy and to processing personal data in accordance with the UK’s data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and the Data (Use and Access) Act 2025 (DUAA).

2) We want to be clear:
• 1. General visitors to our website – we do not collect personal data and we do not use cookies.
  2. Applicants for funding – if you register with us to apply for a grant on behalf of an organisation, we will collect and use your information as set out below.

The personal data we collect

• 3) The type and quantity of information we collect, and how we use it, depends on why you are providing it. If you register with us via our online grant application portal (gtype.geoffreywatling.org.uk), we collect:
1. Your title, first name and last name
2. Your email address
3. Your telephone number or mobile number
4. Your position in the organisation on whose behalf you wish to make a grant application

• 4) This information is required so that you can create an account, apply for grants on behalf of an organisation, and so we can contact you in relation to your application.

• 5) We may also collect and use this information in connection with any compliments or complaints or to comply with legal obligations.

• 6) We may also collect the above information and an additional postal address for recruitment purposes.

• 7) We do not collect personal data from everyone who merely visits the Charity’s main website.

How we use your information

• 8) For grant applicants, we will only use your information to:
1. Register you as a user of our grant application system
2. Facilitate and administer your grant applications
3. Contact you in relation to applications you have made
4. Keep an internal record of your relationship with the Charity
• 9) We do not use your details for marketing purposes, and we do not sell or share your information with any third parties outside the Charity, unless we are legally required to do so.

• 10) We will also use this information to keep a record of your relationship with us and ensure we know how you prefer to be contacted. We may also use it to understand how we can improve our services or information.

How we collect information about you

• 11) We collect information when you give it to us directly. This includes when you sign up online to communicate with us about funding applications.

• 12) The Charity does not use cookies or tracking technologies on its websites. No personal information is collected about general visitors to our website.

Legal basis for processing

• 13) Under UK data protection laws, we must have a lawful basis for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

• 14) We process your personal data because it is necessary for the Charity’s legitimate interests in administering grant applications and maintaining accurate records. We only have access to the information you provide when you register an account.

How we keep your data safe

• 15) We are committed to ensuring that your information is handled appropriately. We take appropriate technical and organisational measures to protect your data. Access to personal information is restricted to Trustees, staff, and authorised IT contractors who need it to maintain an support the grant application system and website. All such access is strictly limited to what is necessary for their role. Data is stored securely and reviewed regularly to ensure it is still required.

• 16) We undertake regular reviews of who has access to the data we hold to ensure that your information is only accessible when necessary and by appropriate staff or authorised IT contractors.

• 17) Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we cannot be responsible for the protection and privacy of any information which you provide while visiting such sites. These sites are also not governed by this privacy statement.

How long we keep your information

• 18) We retain your registration details digitally on an ongoing basis so that you can log in to your web-based admin panel and view all previous applications you have made. For example, if you submit applications over a period of years, they will remain linked to your account so you can see the full history. We only retain information that is necessary for this purpose and for the proper administration of our ongoing grant programmes

• 19) We are working towards a working environment less reliant on paper records, which means that all data will be electronically stored going forward. We will regularly review what information we still hold as paper records and delete what is no longer required. The latest date we will keep any paper records is six years after a grant has been made or an account is closed.

• 20) The law allows us to process and hold your data if it is in our legitimate interest. For example, we can keep personal data for statistical purposes, so information regarding donations and applications submitted to our grant programmes will be retained to allow us to maintain complete an accurate records of transactions internally and of our relationship with you.

Your rights

• 21) Under data protection law you have the right to:
1. Request a copy of the information we hold about you
2. Ask us to correct information that is inaccurate or incomplete
3. Ask us to delete your information, or anonymise or restrict its use, where legally possible.

• 22) To exercise your rights, please contact us at:
• The Geoffrey Watling Charity
• 8A Ber Street, Norwich, NR1 3EJ
• Email: enquiries@geoffreywatling.org.uk

• 23) We will normally provide information free of charge unless a request is manifestly unfounded, excessive, or repetitive. If you make a request, we must respond to you without undue delay and in any event within one month.

• 24) If you request that we have no further contact with you, we will keep some basic information for operational or regulatory compliance. Typically, this might include:
• a. Contact name only
• b. Records of previous grant awards to a charity or community group.

Reporting a suspected data protection breach

• 25) If a data protection breach occurs, we will investigate promptly and, if required, report the matter to the Information Commissioner’s Office (ICO).

Updates to this notice

• 26) We review this Privacy Notice regularly. Any changes will be posted on our website with an updated “last reviewed” date.

Summary (for website visitors)

• 27) In short: We don’t use cookies, and we don’t collect data from general visitors. We only hold your details if you register to apply for a grant, and we keep that information so you can view your applications over time.

Date Reviewed: 4th September 2026 Trustees Meeting