Privacy Statement

 

WE TAKE DATA PROTECTION SERIOUSLY
This website is operated by The John Bennett Parry Educational Trust (JBP Trust) which is a registered charity (Charity Number 1123459) which is controlled by a Board of Trustees.

The Trust’s aim is to make annual grants to further education students and especially those from underprivileged backgrounds.

JBP Trust collects data about individuals, usually within the context of the charity work we are undertaking.  JBP Trust treats all data which identifies an individual or when combined with any other information identifies an individual as Personal Data in accordance with the European General Data Protection Regulation 2016.

We take all reasonable measures to handle that information with respect, process and store it securely and be open and honest when we communicate with you about how we protect your rights to data protection.

As JBP Trust are a registered charity in the UK, the decision has been taken to nominate the UK Information Commissioners Office (ICO) as our Lead Data Protection Supervisory Authority and as such all of our practices endeavour to comply with the latest guidance issued by the ICO.

Unless otherwise stated, JBP Trust will be what’s known as the ‘Controller’ of the personal data that you provide to us; this means we control what happens to the data that we collect.

WHAT INFORMATION DO WE COLLECT?
JBP Trust collect various personal data which may include but is not limited to

  • Name
  • Date of birth
  • Address and contact details
  • Educational history including current or future university details
  • EMA status
  • Bank details

WHY DO WE COLLECT THIS INFORMATION?
We need to know your personal data in order to verify your eligibility and provide you with grant funding.  We will not collect any personal data from you unless it is required to either verify your eligibility or provide you with the agreed grant funding.

As we do not collect or process any data that is not required for in order to process your application, our legal reason for processing your data, which is required by GDPR, is that it is required for the performance of a contract.

HOW DO WE USE THIS INFORMATION AND WHO ELSE DO WE SHARE IT WITH?
All the personal data we process is processed by JBP Trust, your high school, your university and our bank / payment provider.  This processing will take place in the UK unless your chosen university is located outside of the UK.  In addition, data may be processed via our dedicated Email Service which is located wholly in the UK.  It may also be necessary for JBP Trust to share your details with selected third-party suppliers during routine maintenance and support queries including Hashtag Marketing Ltd who look after our website and Sage & Co, our Accountants.  It may also be necessary to share some of your personal data with others in the future, however it may not always be possible to confirm who these additional third parties will be in advance of collecting your data.  In these cases, JBP Trust will endeavour to inform you of all data sharing with these parties as soon as possible.

JBP Trust requires that all of its partners and suppliers process all personal data in line with the European General Data Protection Regulation 2016.

No other third parties have access to your personal data unless you specifically agree to this sharing of your data in advance.

HOW DO WE COLLECT AND PROCESS YOUR INFORMATION?
We have a Data Protection regime in place to oversee the effective and secure processing of your personal data.

The information is processed for the following purposes:

  1. Data collected when an applicant registers for an account on our website – data will be processed by JBP Trust and may be visible to our website provider should we or you require any assistance when signing up for an account.  Data will be used to create a secure login for you on our website along with verifying your identity through a confirmation email.  We may also use this information to contact you should we believe that there has been a problem with any part of your account.  Once you have successfully created your account, these details will then be used to contact you with reminders about applications deadlines and requests for further information.  These details will not be used for any other purpose.
  2. Data collected when an applicant makes an application for funding – data may be processed by JBP Trust, any educational institutes you have told us about and any of our partners or suppliers as required.  This data will be used for the purpose of verifying your identity and educational history as well as validating your future studies.  In order to minimise the amount of data that we request from you and in an effort to ensure that we do not ask you for any more information than is necessary, this process will be conducted in stages;
    1. Applicant provides details about themselves and their educational history.  Once this history has been verified and qualifies to progress, the applicant will be asked for further details.
    2. Applicant provides evidence of their attendance at the specified higher education institution which must be in line with the guidance requested, once this evidence is accepted then the applicant can progress to the final stage.
    3. Bank details are provided by the applicant and payment is made.

All data will be processed securely in line with current information security best practice.

HOW LONG DO WE KEEP YOUR INFORMATION?
All details provided will be held in line with legal and contractual requirements as below;

  • UK Revenue and Customs require that all payment information be kept for a period of no less than 6 years plus the current financial year following receipt of payment.

As such, all personal details which have been submitted for a successful application will be retained for a period of no more than 7 years following the receipt of payment.

JBP Trust endeavour to respond to all contact including enquiries in a timely and professional manner.  Any enquiries or other contact which contains personal data will be retained for a period no more than 24 months from the date of our last contact with you.  This data may include emails, social media and direct messages and any details provided in relation to an unsuccessful application.  This data is held under the legal basis of legitimate interest as it may be required to respond to future queries both internally and externally within this period.

HOW DO WE PROTECT YOUR RIGHTS?
We will protect your rights which, depending on the legal basis for the processing of the information, may include: -

  • Your right to access your information – to ask what data we hold about you and provide you with a copy of that data
  • Your right to object to the processing of some or all of your data for some or all of our purposes
  • Your right to withdraw your consent to processing easily at any time
  • Your right to have your information deleted
  • Your right to rectification of inaccuracies in the information we process
  • Your right to be told about any automated decision making using your data
  • Your right to have a human intervention in automated decision making
  • Your right to complain to the ICO

WHO SHOULD YOU TALK TO ABOUT THE WAY WE PROCESS YOUR DATA?
Should you have any questions about how we handle your data or wish to exercise any of your rights, please contact Anneke Perret who can be contacted on info@jbp.cymru.

In addition, we have a Data Protection Officer, David Bridge, who is the person within the JBP Trust who is responsible for co-ordinating our data protection efforts and communicating with you and other organisations about data protection.  Should you wish to contact David, please do so at david@gdbr.co.uk.

Should you be unsatisfied with our response to your queries, you are also entitled to contact the Information Commissioner’s Office (ICO) who are the UK regulation body for data protection.  Details of how to contact them can be found at www.ico.gov.uk.

CHILDREN
JBP Trust will never request consent or market to anybody under the age of 16.

COOKIES
The type of cookies used on our website are referred to as Strictly Necessary Cookies. A definition of these cookies as per the International Chamber of Commerce guide to cookies is;

Strictly Necessary Cookies are essential, as they enable you to move around the website and use its features, such as accessing secure areas. Without these cookies, services you've asked for can't be provided. These cookies don’t gather information about you that is used for marketing or remembering where you've been on the internet.

LOG FILES
When you visit a JBP Trust website, we collect web statistics concerning your visit which are stored in a log file. Log files allow us to record visitors’ use of the site as well as monitor site performance and address any errors. The web teams use analytics to record visitors’ use of the site and use this information to make changes to the layout of the website and to the information provided on the website.  Log files do not contain any personal information and they are not used to identify any individual patterns of use of the site.

This statement only covers websites and data maintained by John Bennett Parry Educational Trust and does not cover other data or websites linked to or associated with our websites.

CHANGES TO OUR PRIVACY STAEMENT
We may change our Privacy Statement from time to time in line with legislation and industry standards.  We will not be explicitly notifying all website users about these changes and therefore recommend that you check this statement occasionally for any policy changes.  Below is a change log of all revisions made.

04/09/2018 – Privacy Policy Created