1. Who We Are
The Jesmond Trust (“the Trust”) is a charitable trust operating for public benefit.
For the purposes of data protection law, The Jesmond Trust is the data controller of the personal information described in this notice.
If you have any questions about this notice or how we use your data, please contact:
The Chair of Trustees
The Jesmond Trust
3 Osborne Road
Newcastle Upon Tyne
NE2 2AU
2. What Personal Data We Collect
We collect and process the following types of personal data:
- Name and contact details (such as postal address, email address and telephone number)
- Information provided in grant applications or related correspondence
- Financial information necessary to make or receive payments
- Personal details of donors, including contact information, donation history and, where applicable, Gift Aid declarations
- Trustee details, including contact information and declarations of interest
- Information relating to complaints or whistleblowing disclosures
- Records of correspondence and communications
We only collect personal data that is necessary for the Trust’s charitable purposes and governance responsibilities.
Personal data may be collected directly from individuals or provided to the Trust by third parties in connection with its activities (for example, grant applicants or partner organisations).
3. How We Use Personal Data
- We use personal data on the lawful bases set out below and only where necessary to carry out the Trust’s charitable purposes and governance responsibilities, including to:
- Assess and administer grant applications and awards
- Manage and record donations
- Process Gift Aid claims where applicable
- Maintain accurate financial records and accounts
- Comply with charity law, financial reporting and regulatory obligations
- Maintain Trustee registers and records of interests
- Respond to complaints or concerns
- Protect the Trust from fraud, financial misuse or legal risk
Where special category (sensitive) personal data is processed, this will only be done where necessary and where an additional lawful basis under data protection law applies.
4. Lawful Basis for Processing
- Legal obligation – where processing is necessary to comply with charity law, financial reporting requirements or HMRC Gift Aid rules
- Legitimate interests – where processing is necessary for the proper governance and administration of the Trust, including assessing grant applications, building licences, managing donor relationships, maintaining records, and safeguarding the Trust’s assets and reputation
- Contract – where processing is necessary to fulfil a grant, funding, building licence or service arrangement
Where special category (sensitive) personal data is processed, an appropriate additional lawful basis will apply.
5. Sharing of Personal Data
We do not sell or trade personal data.
Personal data may be shared, where necessary, with:
- Authorised individuals providing administrative or financial support to the Trust
- Professional advisers (such as accountants or legal advisers)
- Regulators, including the Charity Commission or HMRC, where required
- Law enforcement agencies where legally required
Information is shared only where necessary and proportionate for the relevant purpose.
6. Data Security
The Trust takes appropriate technical and organisational measures to protect personal data from unauthorised access, loss, or misuse.
Access to personal data is restricted to those with a legitimate governance or administrative need.
7. Data Retention
Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, including legal, financial, and governance requirements.
Financial records, including donation and Gift Aid documentation, are typically retained for at least 7 years in line with statutory requirements and best practice.
Retention periods are determined based on legal obligations, regulatory guidance, and the operational needs of the Trust.
8. Your Rights
Under data protection law, you have rights including to:
- Request access to your personal data
- Request correction of inaccurate or incomplete data
- Request erasure in certain circumstances
- Object to or restrict processing in certain circumstances
- Request data portability in certain circumstances
- Withdraw consent where processing is based on consent
Requests should be made to the Trustees using the contact details above.
9. Complaints About Data Protection
If you have concerns about how your personal data has been handled, please contact the Trust in the first instance.
You also have the right to complain to the Information Commissioner’s Office (ICO) (www.ico.org.uk).
10. Review of This Notice
This Privacy Notice will be reviewed at least every two years and may be updated to reflect changes in law or the Trust’s activities.