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Privacy Policy

1. Introduction

Richmond Foundation is committed to safeguarding the privacy of your personal data. We are registered as a data controller with the Information Commissioner’s Office (ICO) and with the Charity Commission (Charity No. 200069). Our registered office is located at Richmond Foundation, The Vestry House, 21 Paradise Road, Richmond, TW9 1SA. If you have any questions about our privacy notice or how Richmond Foundation processes data, please contact us on administrator@richmondfoundation.org.uk. This privacy notice explains how we collect, use, disclose, and protect your information in accordance with the UK General Data Protection Regulation (GDPR) and other relevant laws.

This Privacy Policy is reviewed regularly to ensure it remains in line with current regulations and best practice. The most recent update was made on 26/06/2025.

This policy was approved by Trustees on 8 July 2025.

2. Visitors to our website

When you visit our website, we use Google Analytics, a third-party service, to gather general information about how people use our site. This helps us improve the experience for all our visitors. Google Analytics anonymises your IP address, so your identity remains private. Rest assured, we never try to uncover who you are, and we’re committed to protecting your privacy at all times.

Our website is hosted by WordPress, and we use CookieYES to help manage the cookies on our website. This tool allows you to easily control which cookies you’re happy to accept and which you’d prefer to disable, helping us protect your privacy and ensuring our website remains compliant with GDPR.

3. What information we collect

The information we collect depends on our relationship with you, and we only gather what’s essential. You have the right to request access to the data we hold about you, ask for updates or corrections, or request that we delete your information at any time.

Suppliers and external payments: If we have an obligation to pay you (eg: for services or to reimburse expenses), we will collect personal data from you to complete this contractual obligation. We store this data electronically on our secure servers and do not duplicate personal data through our payment systems.

Our funded partners and grant applicants: Your contact information will be processed to assess your application and notify you of its success. Your application and contact information may be shared with other funders who assist us in assessing applications. Your financial information will be used to process your grant award.

Communications: If you are one of our funded partners, have a legitimate interest, or you have signed up to our contact list through our website, we will store your contact information to keep in touch. When we do this, we’ll always follow the rules set out in data protection laws to ensure your data is stored safely. You can withdraw your consent to receiving our communications at any time by clicking on the unsubscribe link in our emails or by getting in touch with Alex, our Digital Communications Manager, directly.

4. How we use your information

The information collected will be used for the following purposes:

  • To process grant or funding applications
  • To analyse, research or share the impact of our grant-making
  • To manage contracts and transactions with suppliers and service providers
  • To maintain records of communications with you
  • To monitor website usage and improve our services
  • To send newsletters or updates (with your consent)

5. How we store and process our grant data

Storing grant data

We use Salesforce, a secure, cloud-based platform, to manage and store all our grant  data, together with the related data collection software Form Assembly. This system allows us to safely track applications, monitor grant progress, and maintain accurate records for reporting purposes. Personal information, including banking details for our grant payments, is stored securely in Salesforce and Form Assembly. More information is available in Salesforce’s Privacy Statement.

We process our payments via our online banking. No bank details are stored by our bank once the payment is made. No banking details are entered into our accounting software. Only authorised personnel have access to our grant data, and we regularly review our processes to ensure ongoing security and privacy.

We use Convene to support our committee meetings where decisions are made on applications. Read Convene’s privacy statement here.

Processing grant data

As part of our grant application process and throughout the lifetime of any funding, Richmond Foundation collects and processes personal data for the purposes of publicity, grants administration, analysis and research.

Gateway, Core, Project and Partnership Grants and applications

We publish grant information including the amount awarded, the activity it was for, and who will be supported. This information may be shared through our press releases, print and online publications or websites of partner organisations involved in match funding. We also publish our grant award data on the 360Giving platform, which promotes transparency in grant-making.

Grant applications from organisations may be shared with other funders who may be helping us to assess applications. If awarded a grant, application information and  contact details may be shared with organisations who are providing support as part of our objective to strengthen the local voluntary and community sector, other Funders who may be able to provide match funding, and organisations who are evaluating the impact of our funding.

The Equity, Diversity and Inclusion data that we collect and the language used is based on the DEI Data Standard. Information on organisation leadership will be aggregated with information from other grant applications, and organisation details will not be identifiable.

Information that we share or publish from organisations who are not successful in being awarded a grant will be aggregated with information from other grant applicants, and details for your organisation will not be identifiable.

There may be times we share information with a third party organisation such as a charity or other funder who may contact us for a reference. Most information will be organisational and not personal, but at times personal data (for example the names of senior staff) may be included.

We enter into an agreement with our funded partners and ensure that any published or shared information adheres to UK GDPR regulations, safeguarding the privacy and security of individuals involved. The collection and disclosure of data from grant applicants and funded partners are governed by our Grant Terms and Conditions. No data is disclosed beyond these purposes without explicit consent or unless required by law.

Catalyst Grants and applications

Our suite of Catalyst Grants provide support to individuals. Explicit consent will be obtained for any additional personal data disclosed for grant administration, publicity, analysis or research purposes outside of that detailed below.

Catalyst Grants: Catalyst Partner Grantholders submit anonymised reports detailing the use of grant and aggregate characteristics of grant beneficiaries. Catalyst Partner Grantholders are required to submit their Data Protection Policy as part of the application process and must adhere to UK GDPR regulations.

If Richmond Foundation is processing a Catalyst Grant application directly to an individual, consent is obtained to share personal data to administer the grant, and for analysis and research purposes. Aggregate anonymised characteristics will be shared for grants administration, publicity, analysis or research purposes.

Catalyst Education Grants: Consent is obtained to share personal details to administer the grant, and for analysis and research purposes. Aggregate anonymised data will also be shared for grants administration, publicity, analysis or research purposes.

Young Catalyst: Grants are provided to schools. Schools submit annual reports on the use of funds and do not share personal data with Richmond Foundation.

6. Legal basis for processing

We rely on one or more of the following legal basis to process your personal data:

  • Your consent, when you sign up for newsletters or communications.
  • You have applied for a grant or work with us.
  • Legitimate interests, to improve our services or respond to enquiries.
  • Compliance with legal obligations (eg: financial regulations).

7. Data sharing

Our grant and investment data is published on our website and in our annual report and financial statements. Our annual accounts are submitted to the Charity Commission and to our Independent Auditors, Critchleys Audit LLP.

We use also use 360Giving to openly share our grant award data. 360Giving helps organisations like ours share open, standardised grants data and supports its use to enhance charitable giving.

We ensure that any third-party access to your data is governed by strict agreements that comply with GDPR.

8. Data security

We take necessary steps to protect your personal data from unauthorised access, loss, or sharing. This includes using secure servers and encryption to keep your information safe. Our IT provider, Online Support, ensures our systems are well-protected, guarding us against potential cyber attacks and data loss.

We do not use any automated decision-making in relation to your personal information and grant funding applications.

9. Data retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy or to comply with legal obligations. Data retention periods will depend on the nature of the data and the context in which it was collected, these are set-out in our  Data Retention Policy.

10. Your rights

Under the General Data Protection Regulation (GDPR), you have rights as an individual data subject which you can exercise in relation to the information we hold about you. You can read more about your rights on the ICO’s website.

You have the right to:

  • Be informed about the collection and use of your personal data
  • Access the personal data we hold about you and request a copy
  • Rectify any inaccurate information
  • Erase your data, subject to certain conditions
  • Object to or restrict processing of your data where we are relying on a legitimate interest, or where it is being used for direct marketing.
  • Withdraw consent for specific uses of your data

To request any personal information that Richmond Foundation may hold about you or your organisation, please submit your request in writing via email to our HR Director. You can find the contact details at the end of this notice.

10. Photography and film

At Richmond Foundation we use photography and film, created by us or submitted by our partners, to showcase our work and the projects we support. This material may involve personal data that we collect as part of our legitimate activities. Photos and videos may be stored on our internal systems or hosted on richmondfoundation.org.uk, Vimeo, or YouTube. We obtain consent from individuals featured in our photography and videography.

Occasionally, we may commission photography or videography from third parties, ensuring that a data processing agreement compliant with GDPR is established for each contract.

We may share photos and videos produced by our partners through our social media channels and/or publications, always ensuring that appropriate permissions have been secured for third-party use.

Attendees at our events where photography or videography is taking place will be informed beforehand, and notices will be displayed at the venue. Participants have the right to withdraw their consent by following the instructions provided.

12. Changes to this notice

We may update this notice from time to time. Any changes will be posted on our website, and where appropriate, notified to you by email. This privacy notice was last updated on insert date

13. Queries and complaints

We take any concerns or complaints about our practices seriously and welcome any suggestions for improving our processes. If you have any concerns, or would like to reach out to us, please email our HR Director using the contact details below. You can also review our Complaints Policy for further details.

This privacy notice has been written for transparency and brevity. While it does not cover every aspect of our collection and use of personal information, we are more than willing to provide additional information or clarification upon request.

If you wish to lodge a complaint regarding the processing of your personal information, you can contact the Information Commissioner’s Office (ICO), the statutory body overseeing data protection law, at ico.org.uk/concerns.

14. Contact information

If you have any questions, concerns or complaints about how we handle your personal data, you can contact:

Email: administrator@richmondfoundation.org.uk

Phone: 020 8948 5701
Address: Richmond Foundation, The Vestry House, 21 Paradise Road, Richmond, TW9 1SA

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

ICO Website: www.ico.org.uk

Telephone: 0303 123 1113

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