Privacy Policy

As a responsible organisation, The Trust has had an informal and unstated policy covering
Data Protection since its inception. This document summarises the way that the Trust deals
with the information it receives from applicants and correspondents and how it stores that
data. Please note that the word “Data” in this document is treated as a singular word
referring to the totality of information respecting one particular artist or group of artists.

The trustees have approved (21 September 2023) this document as the Trust’s current Data
Protection Policy, and have re-appointed the Secretary, Mr David Stoll, as the Data
Protection Officer for the Trust.

Names, addresses, email addresses, professional details, phone numbers.

From applications and related correspondence. Also from public websites and other

On computers and hard drives (office and secretary), DropBox and in e-address lists.

Currently all data is online except for occasional print-outs for discussion at meetings. The
hard copies are destroyed after the meetings.

Data is held 1] in order to discuss and process Applications; and 2] in order to archive
charitable activity.

Data related to successful applications is held in perpetuity. Unsuccessful applications are
held at most for for ten years after last activity.

Data is retained in digital files in password-protected computers and servers.

Since 1 March 2018, all applicants have been obliged to give consent to the Trust for storing
data. This is still the case.

Any information which grant recipients supply to the Trust reporting on their grant, the use
made of it and/or the work resulting from it must be assumed to be for public display on the
website unless written instruction is given otherwise.

Artists may request the destruction of their personal data by email.

Data Protection Policy Details:

1. 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, and the application will be taken as invalid.

2. 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

3. Any records relating to artists making unsuccessful 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

4. 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.

5. Notwithstanding the above, the Trust retains the right indefinitely to store artists’
names and some details of their work, in the case of and 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. Furthermore, the Trust
may also choose to retain any other information relating to eligibility.

6. 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. The
artist may choose to remain anonymous.

7. In no cases whatsoever will the circumstances of need which the artist described
when making the application be made public.

8. In no cases whatsoever will the amount which the artist has been awarded be made

9. 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 [6] above.

10. Notwithstanding the provision in [9] above, the Trust may choose to make public use
of facts which the artists themselves, or their agents, managers or publishers, have
already made public.