The Ponton House Trust as an organisation has a responsibility to protect and respect your privacy and to look after data provided to us.
This privacy notice explains what data we collect, how we use that data, where we store the information, how long we store that data for and how we store your details securely.
We may change this policy from time to time by updating this page. The last updated date will be displayed at the bottom of this page.
What information is being collected?
If you give us consent, we may collect and store information relating to any transactions carried out between you and us in relation to this website, including grant applications, contact details and such other information as you may choose to send to us.
Who is collecting it?
Only our Trustees and / or the Trust Secretary.
How is it collected?
Information may be collected in any or all of the following ways: by email, phone, via a website form (either a downloaded document or an online form) or face-to-face in a meeting with a Trustee or Trustees and / or the Trust Secretary.
How will it be used?
We only use information submitted to us for the purposes of consideration of grant applications, and to provide you with any information which you may have requested.
Who will it be shared with?
We will only share your data among the Trustees, the Trust Secretary and our auditors.
Where we store your information
How long we store the data
We will only store the information you provide for as long as is necessary. This is dictated by our legal and financial obligations as well as business requirements. We are obliged to keep copies of successful grant applications and all relative correspondence for a period of 7 years due to financial retention rules.
Requesting personal data records
The Trust will allow you a right of access to your personal data and supplementary information free of charge. Any requests for information will be provided within one month of receiving the request, unless the requests are complex and numerous in which case the provision of data will be provided within a two-month period. Where requests are excessive and repetitive an administration fee of £50 will be charged to cover the administrative costs involved. Responses will be provided in an electronic format.
Your right to make a complaint
You have the right to make a complaint about how we process your personal data to the Chairman of the Trustees and we can be contacted at:
Ponton House Trust
19A Canning Street
Telephone: 0131 229 1212