Privacy Notice

The Geoffrey Watling Charity Registered Number 1025258

Date of last review: 5th September 2025

Definitions

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

GDPR means the General Data Protection Regulation.

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. We are committed to protecting your privacy and to processing personal data in accordance with UK data protection laws (UK GDPR and the Data Protection Act 2018).

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 name
2. Your email address
3. Your telephone 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 do not collect personal data from everyone who merely visits the Charity’s main website.

How we use your information

• 6) 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
• 7) 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.

• 8) 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

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

• 10) 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

• 11) We process your personal data because it is necessary for the Charity’s legitimate interests in administering grant applications and maintaining accurate records.

How we keep your data safe

• 12) 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 web developers who need it in order to maintain and support the grant application system. 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.

• 13) 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 web developers.

• 14) 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

• 15) We retain your registration details on an ongoing basis so that you can log in to your webbased 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 grant programmes.

• 16) We are working towards a working environment less reliant on paper records, which means that your data will be electronically stored going forward. We will regularly review what information we hold as paper records and delete what is no longer required.

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

Your rights

• 18) 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 restrict its use, where legally possible

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

• 20) We will normally provide information free of charge unless a request is manifestly unfounded, excessive, or repetitive.

• 21) 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

• 22) 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

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

Summary (for website visitors)

• 24) 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.

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Date Reviewed: 5th September 2025 Trustees Meeting

A C Watling - Chairman