Privacy Notice for The Royal Pinner Educational Trust

1. Introduction

The Royal Pinner Educational Trust is a registered education charity, Charity Number: 1128414. For the purposes of the Data Protection Law, The Royal Pinner Educational Trust (the Trust) is a data controller.

This Privacy Notice applies to personal data held and used (“processed”) by the Trust at The Royal Pinner Educational Trust about current, prospective and past applicants and their parents, carers or guardians (referred to in this Policy as “parents”).

We are committed to protecting your personal information and being transparent about the information we hold and how we will use it. This Privacy Notice sets out how the Trust uses the information that you provide during the Trust application process and if successful, the subsequent annual reviews

This Privacy Notice applies alongside any other information the Trust may provide about a particular use of personal data, for example when collecting data via a paper form.

2. The types of personal data we process

In the course of a Trust application or an annual review, we collect personal information, much of which, we appreciate is sensitive personal data. The types of information which we may collect, by way of example, include:

  • Names and basic details of the prospective applicant and their family members;
  • Addresses and contact information;
  • Information relating to the family’s financial situation; and
  • Background information of the social situation and relevant history of the family, such as health information, social services and court orders where relevant.

    The personal information is mostly collected directly from you when you complete a Trust application or an annual review, and in the supporting documentation. We also collect information from our home visits and from third party agencies if relevant.

3. How the data is used and the lawful bases for processing

As the bursaries and grants are awarded on the basis of financial and social need, the information collected is essential to the application process and therefore it falls within our legitimate interests.  We would not be able to process an application for a bursary without this information

We will use the information for the following purposes:

  • To administer and manage a Trust application.
  • To determine the level of support that can be offered; and
  • To appropriately support a beneficiary at a school.
4. Who has access to the personal data and whom the Trust shares it with

Information related to the Trust application and review processes is very tightly controlled due to its sensitive nature. Within the Trust, only a small number of people have access to the full details: the Trustees and the Grants Committee.

During an application for a grant or bursary, we may also share the information that you provide with other charitable trusts or relevant schools, for example, to ascertain whether we can seek financial help to support the cost of school fees. This sharing of information is initially done anonymously, with identifying personal information removed.

5. How long do we keep personal data?

The Trust will retain personal data securely and only for the length of time necessary for legitimate and lawful reasons. Typically, legal guidance regarding applicants’ files prohibits their retention beyond the beneficiary’s 25th birthday.

Information that relates to Trust applications that are not successful or progressed will be reduced and a core record kept for a more limited amount of time.

If you have any specific queries about how our retention policy is applied, or wish to request that personal data that you no longer believe to be relevant is considered for erasure, please contact the Trust using our Contact Form.  However, please bear in mind that the Trust may have lawful and necessary reasons to hold on to some personal data even following such a request. A limited and reasonable amount of information will be kept for archiving purposes.

6. How we store and protect your data

We take appropriate, technical and organisational steps to protect individuals’ personal data, including policies concerning the use of technology and devices, and limited access to systems. All staff of the Trust are aware of this policy and their duties under Data Protection Law and receive relevant training.

7. Your rights

Individuals have various rights under Data Protection law to access and understand personal data held about them, to ask for it to be erased, amended or have it transferred to others, or to ask us to stop processing it.

You have a right to object at any time to the Trust processing your personal data for any or all of the purposes described in this Privacy Notice. However, this would mean that we would not be able to process your application.

To update information that we hold, please contact the Trust using our Contact Form.

To exercise any of your other rights, the right of access or to have data erased, please contact the Trust using our Contact Form.
There are various limitations and exemptions to these rights, as follows:

The right of access is limited to your own personal data, and certain data is exempt from the right of access. This will include information which identifies other individuals or information which is subject to legal privilege.

We will sometimes have compelling reasons to refuse specific requests to delete or stop processing your (or your child’s) personal data: for example, a legal requirement, or where it falls within a legitimate interest identified in this Privacy Notice. All requests will be considered carefully on a case by case basis.

8. This policy

The Trust will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable. Minor changes will be made as needed, with the latest version always being available at the Trust and on the Royal Pinner Educational Trust website.

9. Contact and complaints

If you have any queries about this Privacy Notice or how we process your personal data, please contact the Trust using our Contact Form.