As a responsible organisation, The Trust has had an informal and unstated policy covering Data Protection since its inception. The Trust is now obliged to have a formal stated Data Protection policy as one of the requirements in fulfilling the EU’s General Data Protection Regulation with regard to all the records held by the Trust. The trustees have approved (15 June 2018) this document as the Trust’s current Data Protection Policy, and appointed the Secretary, Mr David Stoll, as the Data Protection Officer for the Trust.
Type of Data
Names, addresses, email addresses, professional details, phone numbers.
From online application forms and related correspondence.
On computers and hard drives (office and secretary), DropBox and in e-address lists.
One reference set is printed and kept in the locked office at Hawkwood
- in order to process Applications
- in order to archive charitable activity
Ten years after last activity.
Retained in digital files in password-protected computers and servers.
from 1 Mar 2018, applicants must give consent to the Trust for storing data.
Artists may request the destruction of personal data by email.
The online form already requests updates of data.
As grant applications may only be made by eligible artists, the Trust only needs to ask for permission to retain personal data in the eligibility submission forms.
Applicants are informed that “When making an eligibility submission, you will be required to allow the Trust to retain your data in order to process the submission and any subsequent applications.”
Applicants are also required to tick a box which states “I hereby confirm that I give the FWR Arts Trust permission to hold any relevant data which I supply to the Trust, in order for my submission(s) and/or application(s) to be processed.”
Data Protection Policy
- All new applicants are required to give permission for the Trust to hold their contact and professional data in order to process their applications. Without this permission, no data will be retained.
- Data regarding a] previous applicants, and b] those artists who were also guests at Mount Pleasant in Reigate, will be retained in order to process any further applications.
- Any records relating to artists making eligibility submissions and/or grant applications will be retained until ten years after the last date of correspondence. Then they will be destroyed, unless they are required for historical archiving.
- Any artist who wishes their data to be destroyed sooner than ten years after the last date of correspondence may contact the Trust, who will action that request. That artist will then no longer be eligible to make a grant application.
- Notwithstanding the above, the Trust retains the right indefinitely to store artists’ names and some details of their work, together with details of any grants awarded by the Trust. This is for archive purposes, and to allow the Trust to demonstrate to relevant authorities how it is using its funds.
- The Trust is already empowered, by applicants’ agreements, to be able to make reference in its own publicity material to artists’ work which it is supporting. No addresses, phone numbers or email addresses will be included in such records.
- In no cases whatsoever will the circumstances of need which the artist described when making the application be made public.
- In no cases whatsoever will the amount which the artist has been awarded be made public.
- The Trust will at no time divulge any details about applicants to any outside agency whatsoever, unless obliged to do so by force of law. Any material documenting grants given will be based on statistics rather than personal information, except in the case of  above.