A. How we use your information
B. How we look after your information
C. Your rights
D. Disclosure of personal information
E. Changes to this privacy policy
A. How we use your information
This privacy policy is to let you know how Culham St Gabriel’s Trust promises to look after your personal information. It explains how we do this and tells you about your privacy rights and how the law protects you.
In order for us to use your personal information, including sharing it with others, we must have a lawful basis to do so. This will be one or more of:
- When it is in our legitimate interest – for example, in order for us to decide to award a grant and administer it we need some information from you
- To fulfil a contract we have with you – for example, a contract for the supply of goods or services.
- When you consent to it – for example, if you sign up to receive our newsletters.
- To fulfil a legal obligation – for example, sending our annual accounts to the Charity Commission.
This privacy policy applies to information we collect about:
- Visitors to our website
- General enquiries
- Individuals applying for a grant
- Organisations applying for a grant
- Individuals applying for Teach:RETutored Modules, Self-Study Courses and DfE Funded SKE course
- ITT providers with trainees taking the Teach RE DFE funded SKE
- Individuals applying for Masters Scholarship funding
- Individuals applying for the leadership programme
- Individuals registering with Research for RE
- Individuals applying for events
- Social media
- E-Newsletter subscription
- Other grant-giving trusts and foundations
- RE:Online contributions
- Teach RE tutors
- Leadership Programme Mentors
- Trustees
- Suppliers
- Consultants
- Job applicants
- Employees
1. Visitors to our websites
When someone visits our website we use a third-party service, Google Analytics, to collect information about the use of the website – for example, how many pages people visit, what browser and operating systems they use, and how long they spent on each page. The information is anonymous and is only used to help improve the site. The information is stored by Google according to their privacy policy
The websites that are owned and run by Culham St Gabriel’s Trust are:
http://www.cstg.org.uk/
https://www.reonline.org.uk/
http://pof.reonline.org.uk/
http://researchforre.reonline.org.uk/
http://www.teachre.co.uk/
Information you enter into our websites
In order to apply for funding or grants, use the Research for RE website or any other such interaction with ourselves, it may be necessary for you to enter personal information into one of our websites. Our websites are built and run by a third party, One Ltd, who act as a data processor. We have a contract in place with One Ltd. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us.
Search engine
Any search queries you perform and their results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either ourselves or any third party.
Cookies
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work more efficiently, as well as to provide information to the owners of the site.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit http://www.aboutcookies.org.uk.
To opt out of being tracked by Google Analytics across all websites visit https://support.google.com/analytics/answer/181881?hl=en
Links to other websites
This privacy policy does not cover the links within our websites to other websites. We encourage you to read the privacy statements on the other websites you visit.
2. General enquires
Why we need your data
You may contact us by email, phone or post with an enquiry about any aspect of our work.
What we do with your data
We will use the personal information in the legitimate interest of responding to your enquiry. We will not share your data with any other third party without first seeking your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
3. Individuals applying for a grant
Why we need your data
When individuals apply for a grant from Culham St Gabriel’s Trust, they submit their information in an online application form, provide details of their proposal and a breakdown of the costs of the project. Those who are awarded grants are asked to provide progress reports and a final report. Any personal information that is provided in the application is used for the legitimate interest of evaluating the grant application and the ongoing administration and management of any grants that are awarded.
You can give your consent to be kept up to date with news from Culham St Gabriel’s Trust via email by opting in when you apply for a grant, or at a later date by emailing [email protected].
For more information see E-Newsletter subscription
What we do with your data
When you apply for an individual grant we share your first name, surname, postcode, project title, and total amount applied for with the Association of Church College Trusts (ACCT), of which we are a member.
Sharing information between GDPR compliant ACCT members is in the legitimate interest of the members and of applicants for the following reasons:
- An ACCT member receiving an application for a grant or award may be aware of another member that may be able to provide a grant or award;
- To ensure that trusts can make award decisions in the light of other award decisions concerning an applicant;
- To support the statistical analysis of awards and grants made by ACCT members;
- To prevent fraud.
We will not share your data with any other third party without first seeking your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
4. Organisations applying for a grant
Why we need your data
When you apply for a grant from Culham St Gabriel’s Trust, you submit your information in an online application form, provide details of your proposal and a breakdown of the costs of the project. Any personal information that is provided in the application is used for the legitimate interest of reviewing the grant application and ongoing administration and management of any grants that are awarded.
You can give your consent to be kept up to date with news from Culham St Gabriel’s Trust via email by opting in when you apply for a grant, or at a later date by emailing [email protected]
For more information see E-Newsletter subscription
What we do with your data
When you apply for a corporate grant we share your first name, surname, organisation, postcode, project title, total amount applied for and years for which applied with the Association of Church College Trusts (ACCT), of which we are a member.
Sharing information between GDPR compliant ACCT members is in the legitimate interest of the members and of applicants for the following reasons:
- An ACCT member receiving an application for a grant or award may be aware of another member that may be able to provide a grant or award;
- To ensure that trusts can make award decisions in the light of other award decisions concerning an applicant;
- To support the statistical analysis of awards and grants made by ACCT members;
- To prevent fraud.
Culham St Gabriel’s Trust is committed to transparency and we work with 360Giving to publish information about our corporate grants on our website at http://www.cstg.org.uk/how-we-help/grants/previous-grants/. The information that will be made public on our website is:
Name of the funder (Culham St Gabriel’s Trust)
Title and description of the grant
Value of the grant
Currency of the grant
Date it was awarded
Name of recipient of the grant
Recipient ID.
Please note, we do this only with corporate applications, not individual ones. For more information, visit http://www.threesixtygiving.org/ We will not share your data with any other third party without first seeking your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
5. Individuals applying for Teach:RE Modules, Self-Study and DfE Funded SKE Course
Why we need your data
When you apply to undertake a Teach RE course you submit your information in an online application form. Any personal information that is provided in the application is used in the legitimate interest of administering the course.
You can give your consent to be kept up to date with news from Culham St Gabriel’s Trust via email by opting in when you apply for the Teach RE course, or at a later date by emailing [email protected]. For more information see E-Newsletter subscription
What we do with your data
Teach:RE Tutored Modules: We share your data with the course leader and the course tutor you are assigned to for the sole purpose of administering the course. We will not share your data with any other third party without first seeking your explicit consent.
DFE Funded SKE 200 hours: We share your data with the course leader, the course tutor. your ITT provider and the Department for Education for the sole purpose of administering the course. We will not share your data with any other third party without first seeking your explicit consent.
Self-Study Courses: We will not share your data with any third party without first seeking your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
6. ITT providers with trainees taking the Teach RE DFE funded SKE 200 hour course
Why we need your data
When an RE trainee who has accepted a place on your ITT course applies to undertake the Teach RE DFE funded SKE 200 hour course you submit your information in an online financial registration form. Any personal information that is provided in the application is used in the legitimate interest of administering the course.
What we do with your data
We will use the personal information in the legitimate interest of administering the course. We will not share your data with any other third party without first seeking your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
7. Individuals applying for Masters Scholarship funding
Why we need your data
When you apply for 3forRE Masters funding you submit your information in an online application form. Any personal information that is provided in the application is used in the legitimate interest of processing applications and administering awards.
You can give your consent to be kept up to date with news from Culham St Gabriel’s Trust via email by opting in when you apply for 3forRE Masters funding, or at a later date by emailing [email protected]. For more information see E-Newsletter subscription
What we do with your data
We share your email address with the Culham St Gabriel’s Lead Consultant for Research who oversees and manages the Masters Scholarship programme. We will not share your data with any other third party without first seeking your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
8. Individuals applying for the Leadership Programme
Why we need your data
When you apply for Leadership Programme funding you submit your information in an online application form. Any personal information that is provided in the application is used in the legitimate interest of processing applications and administering awards.
You can give your consent to be kept up to date with news from Culham St Gabriel’s Trust via email by opting in when you apply for Leadership Programme funding, or at a later date by emailing [email protected]. For more information see E-Newsletter subscription
What we do with your data
Your name and email address will be shared with members of the Leadership Programme Steering Group. Steering Group members are listed on our website.
Your name and email address will be shared with your mentor.
Your name and regional location will be published on our website.
We will not share your data with any other third party without first seeking your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
9. Individuals registering with Research for RE
Why we need your data
The Research for RE website puts teachers and academics in touch with each other. When you register on the Research for RE website you will be asked if you consent to your information being used to give researchers demographic data to accompany the feedback they get.
You can give your consent to be kept up to date via email about Research for RE by opting in when you register for the site or at a later date by emailing [email protected]. For more information see E-Newsletter subscription
What we do with your data
The following information can be seen by other users of the site:
Name
Town/city (optional information)
Occupation (optional information)
Sector (optional information)
Biography (optional information)
Interests (optional information)
This is to give researchers demographic data to accompany the feedback they get. We do not share your email address with anyone without first obtaining your consent. You can update your personal information at any time by logging into the site and navigating to Profile. If you have any issues accessing the site or updating your profile you can email us at [email protected]
The website is built and run by a third party, One Ltd., who act as a data processor. We have a contract in place with One Ltd. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us.
We do not share your data with any other third party without first seeking your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
10. Individuals applying for events we organise
Why we need your data
We use a third-party provider, Eventbrite, to manage event bookings for the Trust. We need your name and email address to communicate with you directly about the event. Eventbrite is based in the United States and participates in and comply with the EU-U.S. and Swiss-U.S. Privacy Shield Framework. For more information, please see Eventbrite’s privacy policy
What we do with your data
When you register for an event your details are only used in the legitimate interest of administering the event.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
11. Social Media
Why we need your data
We use a third-party provider, Hootsuite, to manage our social media interactions on Facebook and Twitter.
What we do with your data
When you like or connect with us via social media your personal details are used only within the social media platform. We do not use them for any other purpose.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
12.E-Newsletter subscription
Why we need your data
When you subscribe to our e-newsletter your first name, surname, email address, phase (primary, secondary etc.) and region are passed to Mailchimp, who are a third-party provider we use to deliver our e-newsletters. Mailchimp is based in the United States and participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework. For more information, please see Mailchimp’s privacy policy.
We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter.
What we do with your data
You can update your preferences or unsubscribe at any time by following the links in the newsletter, or by emailing [email protected].
For more information see E-Newsletter subscription. We will not share your data or use it for any other purpose.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
13. Other grant-giving trusts and foundations
Why we need your data
CSTG works closely with several other grant-giving trusts and foundations. In some cases, we give a link to their website from ours. We hold the email addresses and phone numbers of some staff and trustees. In holding this information, we have a legitimate interest in ensuring close strategic collaboration with other funders, as it helps potential grant applications.
What we do with your data
We will not share your personal data with anyone else without your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
14. RE:Online contributors
What we do with your data
Some articles display your name, job/role, and a photograph on the RE:Online website. Culham St Gabriel’s Trust has a legitimate interest in allowing users of RE:Online to know who is writing, what their educational role is, and to relate to the writer’s message by being able to see their face. We will only display these details with your explicit consent.
Where payment for writing is due, we share information with NatWest Bank via their online banking service Bankline.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
15. Teach RE tutors
What we do with your data
Teach RE tutors correspond with their student by email and/or phone. Culham St Gabriel’s Trust has a legitimate interest in doing so in order to give support to those students taking the course.
We will only share your contact details with a student with your explicit consent.
To pay you for your tutoring we share information with NatWest Bank via their online banking service Bankline.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
16.Leadership Programme Mentors
What we do with your data
Leadership Programme mentors tutors correspond with their mentee by email and/or phone. Culham St Gabriel’s Trust has a legitimate interest in doing so in order to give support to those students taking the course.
We will only share your contact details with a student with your explicit consent.
To pay you for your tutoring we share information with NatWest Bank via their online banking service Bankline.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
17. Trustees
What we do with your data
We display the name of each Trustee and a short biography on our website. We also mention the names of some individuals associated with our history. Culham St Gabriel’s Trust has a legitimate interest in letting others know who our Trustees are, and this information is also available via the Charity Commission website.
We will not display or share contact details of Trustees without explicit consent.
In order to pay expenses we share information with NatWest Bank via their online banking service Bankline.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
18. Suppliers
What we do with your data
We contract the purchase of goods and services from suppliers. In doing so we have personal information such as names and email addresses of employees of the supplying organisation. Culham St Gabriel’s Trust has a legitimate interest in maintaining contact with our suppliers in order to facilitate our core business and office functions. This information is for our internal use only and will only be shared with your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
19. Consultants
What we do with your data
We contract the services of consultants and writers to provide services to Culham St Gabriel’s.
With consent, we display the name of some consultants, a photograph, and a brief biography on www.cstg.org.uk. In order to pay you, we share information with NatWest Bank via their online banking service, Bankline. Culham St Gabriel’s Trust has a legitimate interest in doing this so that our beneficiaries can know which RE people provide services on our behalf, and so that we can respond to their invoices efficiently.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
20. Job applicants
What we do with your data
When you apply for a job with Culham St Gabriel’s Trust, you provide personal information in relation to the advertised job. Any personal information that is provided on the application is used for the legitimate interest of reviewing your application.
This information is for our internal use only and will only be shared with your explicit consent.
How long we keep your data
We keep your data according to our data retention policy, a copy of which is available upon request.
21. Employees
What we do with your data
With consent, we display the name of each employee, a photograph and a brief biography on www.cstg.org.uk
In order to administer your pay, tax, national insurance and pension we share information with Wenn Townsend our payroll provider. In order to fulfil our legal obligation we share information with HMRC
In order to protect our employees we have a personal alarm which is kept close at hand when any employee is working alone in the office. This is for use in a medical emergency or if an intruder should enter the building. With your consent your name, mobile phone number any medical information you deem to be relevant is shared with the alarm provider Sky Guard. This is in order for them to be able to respond in the event of an emergency.
How long we keep your data
We keep your data according to our data retention policy. A copy of which is available upon request.
B. How we look after your information
We take all reasonable steps to keep your data safe. All information you provide to us is stored on secure servers which are password protected and encrypted. We have a firewall in place. We regularly review our privacy policy and will update it or make minor changes when necessary. This privacy policy was last updated on 18/08/2020.
A change log which details updates to our privacy policy can be found here.
C. Your rights
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
Right of access
Culham St Gabriel’s Trust tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
• give you a description of it;
• tell you why we are holding it;
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing to Deborah Elwine, Office and Operations Manager, Culham St Gabriel’s Trust, 62 Banbury Road, Oxford OX2 6PN or emailing [email protected].
Right of rectification or deletion
If we do hold information about you, you can ask us to correct any mistakes or delete any information by contacting us in writing to Deborah Elwine, Office and Operations Manager, Culham St Gabriel’s Trust, 62 Banbury Road, Oxford OX2 6PN or emailing [email protected].
Right to withdraw consent
If you have consented to receive our newsletter you may alter or withdraw this consent at any time by updating your preferences [here (link to webform)] or unsubscribing [here (link to webform)].
Complaints or queries
Culham St Gabriel’s Trust tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
If you want to make a complaint about the way we have processed your personal information, you can contact Deborah Elwine, Office and Operations Manager, Culham St Gabriel’s Trust, 62 Banbury Road, Oxford OX2 6PN or email [email protected]
If you are not satisfied with the way in which we have handled your compliant you can raise your concern with the Information Commissioners Office at https://ico.org.uk/concerns/
D. Disclosure of personal information
Culham St Gabriel’s Trust will not sell your personal information to any outside organisation. Your information may however be shared with regular contractors or suppliers only under our direct contract, only if necessary as detailed in this policy and with confidentiality assured.
If required to do so by law, Culham St Gabriel’s Trust will disclose personal information.
E. Changes to this privacy policy
We keep our privacy policy under regular review. This privacy policy was last updated on 18/08/2020.
A change log which details updates to our privacy policy can be found here.
F. How to contact us
If you want to request information about our privacy policy, you can email us at [email protected] or write to:
Deborah Elwine
Office and Operations Manager
Culham St Gabriel’s Trust
62 Banbury Road
Oxford OX2 6PN