Privacy policy

1. Introduction

This document explains how we, Gatwick Airport Community Trust (GACT), use data about living individuals. Gatwick Airport Community Trust is a registered charity, number 1089683. Gatwick Airport Community Trust (GACT) takes your privacy very seriously. We have adopted this Privacy Policy in recognition of your right to keep your personal information private. The policy describes our privacy practices in relation to your grant applications and our treatment of all personally identifiable information that we collect or hold.

2. What is Gatwick Airport Community Trust?

Gatwick Airport Community Trust (GACT) is an independent charitable trust that awards grants annually to support deserving projects in parts of East and West Sussex, Surrey and Kent. The Trust’s overarching aim is to channel funds to those areas where people are directly affected by operations at Gatwick Airport.

3. Why do we need your information?

We use personal data to make grants to benefit those communities where people are directly affected by operations at Gatwick Airport.

4. The information we collect

GACT holds data from those who apply for grants, whether on behalf of an organisation or personally, as well as referees of grant applications. GACT will only collect personal information from you where it has a legitimate reason to do so and/or you give your explicit consent. When you apply for a grant from GACT, we will collect information about you so that we can contact you about your application and any grant we make.

5. How we obtain your data

The majority of the information we hold about you has been provided directly to us by you. GACT receives grant applications during an annual grant programme. These are currently sent as a hard copy in the post and not online.

Our Trustees note that GACT has an identified legitimate interest, which is the lawful basis for processing data about our grant applicants.

GACT collects the information described below in order to solicit and process applications for grants through its annual grants programme. GACT holds data of both organisations and individuals who are employed/working/volunteering on behalf of those organisations.

We hold this data:
For the purpose of our provision of potential grant funding to the organisation concerned Grant making being our core charitable activity.

We collect the following classes of information from individuals applying for grants on behalf of an organisation:
Name(s) and address, email, phone number and other relevant contact details and communication preferences
Purpose and details about an application for a grant
Any other information needed for the assessment of a grant which may include financial information
Details about any grant that was made
Information about GACT’s relationship with you such as correspondence, attendance at events, update and final project reports etc.

We collect the following classes of information from organisations applying for grants:
Name of the organisation and key contact details
Name and data of the person making the grant application and their contact information
Details about the structure and aims of the organisation
Financial information such as statements of financial activities and accounts submitted to the Charity Commission
Purpose and details about the grant application
Details of any subsequent grant made.

6. How we use your information

GACT will use the personal information we collect for the purpose disclosed at the time of its collection, or as set out in this policy. We will not use your personal information for any other purpose without first seeking your consent, unless we are required to do so by law.

Generally, we will only use your personal information as follows:
to contact you in relation to your grant application or any subsequent grant
to answer questions that you have asked about our charitable Trust
very occasionally to give you information on our future funding strategy
very occasionally to ask permission to include successful projects on the GACT website.

7. Length of retention of your data (organisation)

Your personal information will be held only for as long as it is required for our grant-making processes or as long as the law requires. We will keep basic information about the organisation applying for a grant such as organisation name, amount awarded and purpose of the grant, on a permanent basis. If there is no further contact or activity involving the organisation after 7 years of the grant being completed, unless we have further correspondence from you indicating a desire to re-apply for funding, contact information and individual personal data will be deleted.

8. Protecting your data

GACT will take all reasonable steps to ensure that personal information that it holds is secure by storing it in a secure server or secure files. Paper copies, when no longer needed, are shredded. We take security measures to protect your personal information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. The internet is not a secure method of transmitting information. Accordingly, GACT cannot accept responsibility for the security of information you send or receive from us over the internet.

In principle, we do not share your data with anyone else or any other organisation, unless it is necessary for the purpose for which you have given us the data. Examples are given below:
We will share information on grant applicants with the Board of Trustees and/or their nominating bodies. The Board of Trustees review the grant applications and make the annual recommendations.
We may pass data to other organisations, known as Data Processors, to provide specific services to us. An example would be providing data to a mailing house in order to print a mailmerge.

9. Our responsibilities

The law requires us to tell you the basis on which we process your data and allows us to process your data if it is our legitimate interest to do so.

10. Your rights

Where our use of your data requires consent, you may withdraw this consent at any time.
Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
You may request a copy of the data we hold about you.

You can request access to the personal information that GACT holds about you by contacting us as set out below. We will provide you with access to your personal information, unless we are legally advised to refuse your request.

If you would like to ask us to change personal information that is out of date or inaccurate, please contact us and we will take reasonable steps to correct the information. If you wish to have your personal information deleted, please let us know and we will delete it wherever practicable.

You have the right to request the erasure of your personal information if you believe that it is being held longer than is necessary for the purposes for which it was collected. In rare circumstance, we may legally refuse your request to access, amend or delete your personal information. If we do refuse your request, we will let you know the reason.

11. Withdrawing consent

If you wish to withdraw your consent for GACT to use your personal information, you can do so at any time using the contact details listed below.

12. Changes to this Privacy Policy

GACT may amend this Privacy Policy from time to time and we will publish the amended version on our website We recommend that you visit our website regularly to keep up to date with any changes.

13. Links to other websites

The GACT website includes hypertext links to other websites. These links provide further information about other funding and partner organisations. Their inclusion does not signify that GACT endorses or has any responsibility for the content of the linked websites; and we are not responsible for the privacy policies operated by the owners of those sites.

14. Cookies

The GACT website does not use cookies. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser.

15. Contacting us

If you would like any further information or if you have any queries, problems or complaints relating to GACT’s Privacy Policy or data handling practices, please contact Alan Jones, the Trustee who is designated to take responsibility for data protection compliance:

Alan Jones
Gatwick Airport Community Trust (GACT)
PO Box 783
Chichester, West Sussex PO19 9TY