The Eva Crane Trust (“We” or “ECT”) is committed to protecting and respecting your privacy.
For the purposes of the Data Protection Act 1998 (the Act) and complying with the General Data Protection Regulation 2018 (GDPR), the data controller is the Administrator at Eva Crane Trust, a Charity Incorporated Organisation registered in England and Wales under charity number 11753431 and whose registered office is at Royds Withy King Solicitors, 5-6 Northumberland Buildings, Queen Square, Bath, BA1 2JE.
Information we may collect from you
We may collect and process the following data about you through contact via our website or by email:
- Information you give us. You may provide information about yourself by corresponding with us by e-mail to: email@example.com or through the contact form on our site. The information you give us may include your name and e-mail address. This is only retained for a maximum period of 12 months (for grant applicants and reviewers see below).
- Information we collect about you. With regard to each of your visits to our site, we may automatically collect data through Google Analytics including technical information, the Internet Protocol (IP) address used to connect your computer to the internet, operating system and browser type.
Uses made of the information
We use the information we hold about you in the following ways:
- to administer our site for statistical purposes;
- to update you from time to time regarding our activities and the work that we have been involved in.
Disclosure of your information
The only time that we may disclose your personal information to third parties:
- If the Eva Crane Trust or substantially all of its assets are acquired by a third party, in which case personal data held by it about applicants and other correspondents will be one of the transferred assets.
Our site may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
You have the right to ask us not to keep your personal data. You can exercise the right at any time by contacting us at firstname.lastname@example.org.
Data protection for Grant Applicants and Reviewers
The Policy also sets out the legal basis on which we do this. We will only use personal information when the law allows us to. This is set out in the next section and it is important that you read this so that you are aware of how and why we are using your information.
The kind of information we hold about you, how we collect and use it and our legal basis for doing so
Your personal data, or personal information, is any information about you from which you can be identified. It does not include information where your identity has been removed (anonymised data). The ECT collects, stores and uses a range of personal information relating to grant applicants, grant holders, grant participants and external reviewers and advisors (e.g. peer reviewers) in connection with awarding and managing grants and monitoring, evaluating, researching and learning about what the ECT funds and how we fund it. The ECT will only use your personal data when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where it is necessary for us to pursue our legitimate interests, where and fundamental rights do not override those interests.
- Where, as applicable, you have given us your consent to use the diversity monitoring information you provide to us.
We set out below a description of the personal information we collect, the ways we use your information, and the legal basis on which we do this. Where we are using your information on the basis that we are pursuing our legitimate interests.
When you are considering applying for a grant from the ECT
You may choose to give us certain information about yourself when you are considering applying for funding (at the pre-application stage) such as:
- Your name;
- contact phone number;
- email address;
- CV including education/training and career history;
- details of your proposal
The ECT may also collect additional information about you from external sources, e.g. grant outputs such as publications and works, patents, pilot projects or trials as well as citations of these outputs. We may also collect information about you in specific circumstances from external reviewers or advisors where a formal decision is required prior to invitation to a full application.
The ECT will use your information for:
- assessing your eligibility and suitability for ECT funding;
- understanding your proposed application;
- corresponding with you to advise you on your proposed application.
The ECT will use your information in this way on the legal basis that we need to, in order to pursue our legitimate interests as a funder (and your interests as an applicant) to provide advice and support to those seeking ECT funding, in furtherance of our charitable aims.
When you are applying for an ECT grant
The ECT will collect the following information from you, as a lead applicant or participant (e.g. co-investigator, sponsor, supervisor, collaborator), when you apply for a grant via our application forms:
- first name, last name, title;
- postal address, email address and telephone numbers;
- CV including education/training and career history;
- information relating to previous funding;
- letters of support;
- details of proposal.
The ECT may also collect additional information about you, in relation to your application, from external sources, e.g. grant outputs such as publications and works, patents, pilot projects or trials. We may also collect information about you from external reviewers and advisors (e.g. peer reviewers).
We use your information for:
a) Awarding and managing grants
b) Analysis of what the ECT funds
a) Awarding and managing grants
We use your information for:
- processing your application and assessing your eligibility and suitability for ECT funding;
- reviewing your application both internally (among the Trustees) and where necessary, externally using external reviewers or advisors (e.g. peer reviewers);
- contacting you about your application;
- administering our grants system.
The ECT may share your information for these purposes with individuals and organisations outside the ECT, for example other funding organisations, academic institutions and external reviewers and advisors, who may be based at academic institutes or in the private sector, for the purpose of reviewing your application and making funding recommendations.
The ECT uses your information in this way on the legal basis that it is necessary for us to pursue our legitimate interests as a funder (and the interests of those we fund) in providing grants.
b) Analysis of what the ECT funds
The ECT uses your information for:
- monitoring and reporting purposes, e.g. award rates and trends in application decisions;
- evaluating and reporting purposes (where it could be combined with other data), e.g. the fairness and efficiency of application decisions;
- research, learning and reporting purposes (where it could be combined with other data), e.g. to determine the geographical reach of institutions that the ECT funds or with which it directly interacts.
When you are a grant holder or a participant on an awarded grant (both during, and after completion of, the award)
In addition to the information we hold from the grant application stage, on lead applicants and participants on a grant, once a grant is awarded, we may collect the following additional information for the ongoing management of an ECT grant:
- bank details to award and administer your grant;
- end-of-grant spending information;
- annual and end-of-grant reports which may contain information about you as a grant holder or participant on a grant, as well as details of the progress and outputs of your grant or information collected routinely as part of project oversight or monitoring;
- monitoring the progress of your grant and ensuring that funds awarded are being applied in accordance with our grant conditions, notifying you about changes to our grant schemes, conditions, policies or privacy terms;
- information relating to post-award issues such as requests for supplements or extensions due to unforeseen delays or other such circumstances. We will not request or hold information that is considered special category personal data such as health-related information;
- additional information about you relating to your grant, obtained from external sources, e.g. grant outputs such as publications and works, patents, pilot trials or citations of these outputs.
We also publish information, such as grant holder name and project title on the ECT website (www.evacranetrust.org), and social media pages (Facebook and Twitter @evacranetrust). We use your information in this way on the legal basis that it is necessary for us to pursue our legitimate interests as a funder (and the interests of those we fund) to ensure that awarded funds are applied for their approved purposes in accordance with our grant conditions and that the ECT-funded grant activities achieve their outcomes.
External reviewer opportunities
The ECT might also use your information to contact you to offer you the opportunity to act as an external reviewer or advisor on other applications for ECT funding. We use your information in this way on the legal basis that it is necessary for us to pursue our legitimate interest as a funder to ensure that applications for ECT funding are reviewed and appraised by subject matter experts to ensure that appropriate funding decisions are made.
Where you are a peer reviewer or external advisor
We collect the following information about you from third parties who recommend you, institution websites and other external sources, e.g. publications and works, as well as citations of these outputs:
- name and email address;
- area of expertise.
The ECT may use your information to:
- determine your suitability as a reviewer;
- contact you to invite you to participate in peer review;
- send you a link via email to review relevant application material:
- receive back from you the details of your peer review which we will share with our Trustees and also in feedback to our applicants, anonymously;
- otherwise correspond with you in connection with peer reviewing an application;
- contact you for feedback and suggestions for improvements on the way we do things that would benefit you as a peer reviewer.
We will attribute your review: if you provide a review we will list your name as a peer reviewer on our website in recognition of your contribution to our work and where possible include your name in a letter of thanks to a senior member of your organisation, unless you inform us that you do not wish to be acknowledged in this way. We use your information in this way on the legal basis that we are pursuing our legitimate interests as a funder (and those we fund) in obtaining peer review of ECT applications by subject matter experts to ensure that appropriate funding decisions are made.
Such information will be retained indefinitely on the ECT database. If you wish for the information to be removed at any time, please contact the administrator at email@example.com
We will only retain your personal information for as long as necessary to fulfil the purposes for which we collected it. This may mean holding on to your personal information for a certain period of time after you have ceased to have a relationship with the ECT, such as for the purposes of satisfying any legal, accounting or reporting requirements. We consider several factors, including the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we handle and use your personal data and whether we can achieve those purposes through other means and the applicable legal requirements. We securely erase your information once it is no longer needed. Details of retention periods are as follows:
- Unsuccessful applicants retained for approximately 12 months after grant review.
- Successful applicants retained for approximately 12 months after project completion.
- Reviewer or Advisor details retained indefinitely.
- General enquiries retained for no more than 12 months.
If you withdraw your consent for us to retain your personal information where you are identified, we will cease to store and use this information within a reasonable period of you withdrawing your consent.
Safeguarding your information
The ECT is committed to safeguarding your personal information and your privacy. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to internal personnel, e.g. the administrator and Trustees. All internal personnel are subject to a duty of confidentiality.
Changes to this Policy and your duty to inform us of changes
This Policy was last updated on 26 June 2018. To make sure it is up to date and accurate, we may make changes to this Policy from time to time. Therefore, we ask that you come back every now and then to check for any updates. We may also notify you in other ways from time to time about the handling and use of your personal information. It is important that the personal data we hold about you is accurate and current. Please email the administrator at firstname.lastname@example.org if your personal data changes during your relationship with us.
Further information on data protection law can be found here: https://ico.org.uk/for-the-public
Access to information
The Data Protection Law gives you the right to access information held about you. You can also withdraw your consent for the ECT to use your personal information at any time.
We will handle, in confidence, the information you supply during the application process that is marked, or ought to be reasonably considered, as confidential (“Confidential Information”). We will:
a. take reasonable care to keep the Confidential Information secret and secure;
c. only disclose it to third parties under conditions of confidentiality and only as necessary to fulfil those purposes set out above.
We will not be under any obligation to keep the Confidential Information confidential to the extent that the Confidential Information:
a. was already lawfully known to us at the date it was disclosed to us;
b. becomes public through no fault of ours;
c. is lawfully disclosed by a third party to us without any obligations of confidentiality being placed on us;
d. is developed independently by our Trustees / administrator without reference to your information.
We will be entitled to disclose any Confidential Information to any court, administrative or regulatory body to the extent required by law but will endeavour to inform you of any required disclosure as soon as possible. Although we put in place appropriate confidentiality provisions with our external advisers, consultants and contractors to whom we may disclose Confidential Information, we accept no liability for breaches of confidentiality by third parties.