Privacy - Quintin Hogg Trust

Privacy Notice and Cookies Policy

About this document This privacy notice explains how the Quintin Hogg Trust ("QHT") (registered charity number 1010404) and Quintin Hogg Memorial Fund ("QHMF") (registered charity number 288144) (both with their registered office at 66 Lincoln's Inn Fields, London, WC2A 3LH) collect, use and share your personal data, and your rights in relation to the personal data we hold. For these purposes QHT and QHMF are both Controllers of your personal data under the General Data Protection Regulation and other UK data protection laws.

In this notice, us, we and our all refer to the QHT and QHMF together.

We may change this privacy notice from time to time. This privacy notice is effective from 25 May 2018.

1 - How we collect your information We may collect your personal data in a number of ways, for example:

  • From the information that you provide (or is obtained by us) when you complete a grant application or other form;
  • When you communicate with us by post, telephone, fax, email or other forms of electronic communication;
  • When you attend a QHT/QHMF event or meeting, or otherwise provide your details to a QHT/QHMF representative or trustee.

2 - The types of information we collect We may collect the following types of personal data about you:

  • Your name and contact information such as address, email address and telephone number (and, on an ongoing basis, any change of address details);
  • Information you provide about yourself, for example when you complete our forms or a grant application or correspond with us in relation to the management of property owned by us;
  • To a limited extent and only occasionally, medical information such as dietary requirements where we require this information to provide catering services to you at our events;
  • Technical information collected through the use of cookies about your use of our website including details of your domain name, location and internet protocol (IP) address, operating system, browser version, the content you view, and how long you stayed on a page. For full details, see our cookies policy at the foot of this notice;
  • Information concerning your engagement with QHT/QHMF, including records of communications between you and us and your attendance at events and meetings organised by QHT/QHMF.

3 - The basis for processing your information and how we use it 3.1 - Legitimate interests

We may process your personal data because it is necessary for our or a third party's legitimate interests. This will always be weighed against your rights, interests and expectations. Examples of where we process personal data in accordance with our legitimate interests include:

  • To correspond with you about our charitable services;
  • To evaluate whether you may qualify for financial assistance and to evaluate / report on grants which we make;
  • Processing technical information about your use of our website to ensure that content on our website is presented in the most effective manner;
  • Processing enquiries, complaints and analysing our charitable services.

In this respect, we may also provide your personal data to the following (where this is necessary for our or a third party's legitimate interests):

  • Third party service providers who we may engage to assist in delivering grant or other services to you or the organisation you represent, including in particular the Quintin Hogg Trustee Company ("QHTC"). QHTC is the corporate trustee of QHT and QHMF and as such administers the assets of QHT and QHMF;
  • Our bank, to whom payment details are provided in order to process grant payments;
  • Our professional advisers, where it is necessary for us to obtain their advice or assistance;
  • Internal and external auditors; and
  • Professionals who assist us in putting together, printing and delivering our reports and website content, and our IT support and data storage provider(s).

3.2 - Legal obligations

We may also process your personal data for our compliance with our legal obligations. In this respect, we may use your personal data to comply with subject access requests of others, tax legislation, safeguarding requirements (for example those required by the Charity Commission), for the prevention and detection of crime, and in order to assist the police and other competent authorities with investigations (including criminal investigations). In this respect, we may provide your personal data to our professional advisers, where this is necessary for us to obtain their advice or assistance.

3.3 - Consent

In some circumstances we may seek your specific consent to process your personal data: for example, if we wish to use your name, likeness or an attributed quote on our website or in our reports.

We will normally seek consent when processing your medical information such as dietary requirements or other information about your health, such as for our records. At times the processing of personal data concerning your health may be necessary to protect your vital interests (such as your immediate safety) and it may not be appropriate to seek your consent in such circumstances.

If you have given your consent and you wish to withdraw it, please contact us using the contact details below. Please note that where our processing of your personal data does not rely on your consent, we may not be able to fulfil your request (please see Your Rights section below).

4 - How long your information is kept We may retain your personal data only for so long as is necessary to deliver our charitable services, and to protect our legal interests (for example where required by relevant authorities, or for a reasonable legal limitation period after we have ceased providing grant funding or services) or as otherwise stated to you when your data is collected, or for such period as we reasonably consider appropriate in connection with our relationship with you and/or the organisation you represent/ed; or for record-keeping and archival purposes.

5 - Your rights You have the following rights:

  • To be informed what personal data we hold about you and/or to obtain access to it (i.e. by receiving a copy of it in a permanent form);
  • To require us not to send you direct marketing communications;
  • To require us to correct the personal data we hold about you if it is inaccurate;
  • To require us (in certain circumstances) to erase your personal data;
  • To request that we restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
  • To receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller; and
  • To object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply: for example if we have reason to believe the personal data we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Notice. You can find out more about your rights under data protection legislation at www.ico.org.uk. If you are not satisfied with how we are processing your personal data, you can raise a concern with the Information Commissioner.

6 - Contact us If you have any queries about this privacy notice or how we process your personal data, or if you wish to exercise any of your rights under applicable law, you may contact our Secretary:

Cookies Policy Cookies are small amounts of information which we store on your computer or other device. Cookies make it easier for you to use the Website during future visits by ‘remembering’ when your computer or device accesses the Website. This helps us to provide you with a good experience when you browse our Website and also allows us to improve our Website. You may set up your computer to reject cookies by modifying the settings in your browser although, in that case, you may not be able to use certain features on our Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log onto our Website.

To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

We use cookies for technical purposes, in order to allow the Website to perform its basic functions, and for performance purposes, in order to collect information on how you interact with the Website that can then be used to improve the Website’s functionality.