Privacy Policy

This Privacy Policy sets out how the MSE Charity uses and protects any information that you give to us whilst communicating with us via this website, or by email or post. The MSE Charity is committed to safeguarding the privacy of our grant applicants and website visitors. Information from applicants is treated in compliance with the provisions of the EU General Data Protection Regulation 2018 (GDPR).

The MSE Charity may make changes to this policy from time to time by updating this page. Please check this page periodically for changes. We may also notify current grant holders of changes to our Privacy Policy by email.

This policy is effective from 21st May 2018


Who we are

For the purposes of the General Data Protection Regulations, The MSE Charity is a Data Controller registered with the Information Commissioner’s Office – Registration Number Z1348547. Our nominated representative is Operations Manager, Katie Birkett and her contact details can be found at the end of this policy.

What information do we collect and how is it used?

The MSE Charity may collect, store and use the following kinds of personal information:

(a) contact details (name, email address, job title, phone number) that you provide to us when submitting a grant application.

(b) contact details (name, email address) that you provide to us when submitting an enquiry to us via email. 

(c) any other information that you choose to send to us

The Charity requires your personal information in regards to the provision of our grant making services to you.  We will only collect the minimum amount of personal information necessary to provide our grant making services to you or to comply with our legal responsibilities.  Where possible, anonymization is used to limit and manage exposure of personal information with our Grant Advisory Panel and Trustees.


What is the legal basis for processing your information?   

Our legitimate basis for using your personal information is so that we can provide the following grant making services and activities;

  • assessing your grant application
  • managing and or monitoring any grant awarded
  • any related administration or research purposes
  • sharing relevant information to other funding organisations to use in their own assessment of applications and managing
        or monitoring of grants awarded. 


How long will your data be stored for?

We will only use your personal information for the purpose for which it was given, we will not keep it for longer than necessary and will destroy the information securely according to our data retention policy. Information provided through grant applications may be retained for up to 8 years, after which time it will be destroyed. Information provided through email enquiries will be destroyed within 2 years of receipt.


Will your data be shared with any third parties?

We use and share data with the following trusted third party data processors to assist in our grant making activities.  

Google – website tracking, website hosting, email server and cloud data storage 

Survey Monkey -  grant application data capture and analysis 

DocHub  - an online PDF editor and document signing platform

Tesciuba Ltd  - grant payment, accounts and payroll administration

Unity Trust Bank plc – banking services

HAS Ltd – independent examiner of accounts

In addition to the third parties listed above, we may disclose information about you for the following reasons:

(a) to the extent that we are required to do so by law.

(b) in connection with any legal proceedings or prospective legal proceedings.

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes           

     of fraud prevention and reducing credit risk).

Except as provided in this Privacy Policy, we will not provide your information to third parties without your express consent.


Security of your data 

The MSE Charity is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate physical, electronic and managerial procedures to safeguard and secure the information we collect online. 

Our third party processors, Google and Survey Monkey are based in the USA, they have been carefully chosen and both comply with the EU US Privacy Shield agreement. The EU-US Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation.  You can access the European Commission decision on the adequacy of the EU-US Privacy Shield here.   

DocHub is based in the USA, and although not directly approved by the EU-US Privacy Shield agreement, The MSE Charity have assessed their data and privacy practices and policies as being sufficiently satisfactory and secure.  Their servers are managed by Amazon Web Solutions which are EU-US Privacy Shield compliant. 

Tesciuba Ltd is based in the UK, some of their data is held on servers in the USA. The MSE Charity is satisfied that the data protection measures that this company has in place enable us to comply with our obligations under the GDPR.  

Unity Trust Bank plc is based in the UK, and only stores personal data in the UK and their suppliers do not send personal information outside the European Economic Area. .

For further information please review the individual Privacy Policies of our  third party data processors:

Google       Survey Monkey    DocHub          Tesciuba Ltd        Unity Trust Bank plc

The MSE Charity’s IT equipment is password protected and is safely stored. The server, network and local workstations are protected against viruses and malware using industry best practice standard software. Data is backed up regularly and routinely using Google Drive cloud services, and to an external hard drive.

We do not guarantee that any email sent to us will be received or that the contents will remain private during transmission. If you are concerned about this please consider other means of communication. You are responsible for ensuring any electronic message or information you send to us is free from any virus or defect that may harm our systems in any way.

No method of data transmission, or method of electronic storage, is 100% secure over the internet. Therefore, we cannot guarantee its absolute security.


Cookies

This website uses cookies. A cookie is a small text file stored in your computer containing text data. We use cookies for certain functions to improve the usability of the website. We may use both “session” cookies and “persistent” cookies on the website. We will use the session cookies to keep track of you whilst you navigate the website. We will use the persistent cookies to enable our website to recognise you when you visit. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date. Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. Most web browsers allow some control of most cookies through the browser settings. 

For more information about cookies and instructions on how to adjust your browser settings to restrict or disable cookies, please see https://ico.org.uk/for-the-public/online/cookies/ or  www.aboutcookies.org.  


Google Analytics

The Charity uses Google Analytics (GA) to track site user interaction by means of cookies which are stored on users' devices. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website. Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. We consider Google to be a third party data processor.

Please review the following information Google Analytics Privacy Policy.

Google has developed a browser add-on to allow users to opt-out of Google Analytics across all websites which use this popular analytics product.


Third party websites

The website contains links to other websites which are outside our control and are not covered by this Privacy Policy. We are not responsible for the privacy policies or practices of third party websites.


Your Individual Rights

The GDPR provides the following rights for individuals:

1) The right to be informed about the collection and use of your personal information. 

2) The right of access, this allows you to be aware of and verify the lawfulness of the processing.

3) The right to rectification, to have inaccurate personal data rectified, or completed if it is incomplete.

4) The right to erasure – this is the right to be forgotten, it is not absolute, and only applies in certain circumstances.

5) The right to restrict processing - it is not absolute, and only applies in certain circumstances.

6) The right to data portability –this allows you to obtain, reuse and move your personal data in a common format across different services.

7) The right to object to processing based on legitimate interests, direct marketing and or processing for purposes of research and statistics.      We confirm we do not engage in direct marketing.

8) Rights in relation to automated decision making and profiling. We confirm we make no decisions on you using an automated process.

If you would like to exercise any of the above rights, please contact us via email or by letter in the first instance.    

Under the new GDPR regulations, we have up to one calendar month to respond to your request. We are aware of the circumstances when we can extend the time limit to respond to a request.

For further information on ‘Your Rights’ please review the Information Commissioner’s website.  


The MSE Charity contact details

Correspondence Address: The MSE Charity, c/o 38 Elm Grove Lane, Norwich, NR3 3LF

Email Address: info@msecharity.com

Operations Manager: Katie Birkett 

Charity Registration Number: 1121320

ICO Registration No: Z1348547


Complaints

If you are unhappy with how we have processed your personal information please firstly contact the Operations Manager listed above, if you are still unhappy you may contact the following:

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 

Helpline: 0303 123 1113 (local rate)