Privacy & Data

    This privacy and data policy sets out how Nottinghamshire Community Foundation (NCF) uses and protects any information that you give us.

    NCF is committed to ensuring that your privacy is protected.  Should we ask you to provide certain information by which you can be identified, it will only be used in accordance with this privacy policy.

    NCF may change this policy from time to time by updating this page. You should occasionally check this page to ensure that you are happy with any changes.

    What we collect

    We may collect the following information:

    • name and job title
    • contact and demographic information including email address
    • your connections to other organisations (e.g. your employer)
    • your preferences and interests
    • details of your donations
    • details of your grant applications
    • records of your interactions with NCF for example: attendance at events.

    What we do with the information we collect

    Any personal information we collect will be used in accordance with the Data Protection Act 1998 and other applicable laws.  The details we collect will be used:

    • To comply with legal requirements
    • To ensure accessibility onto our website.

    We will process your personal information for our legitimate business and charitable interests, which include some or all of the following:

    • Internal record keeping
    • Recording and processing of donations
    • To claim Gift Aid on your donations
    • To undertake statistical analysis
    • To improve our communication and services
    • To occasionally contact you about our work. You will always have the ability to decline future contact.
    • To invite you to NCF hosted events that we think may be of interest to you.
    • To assess your eligibility for a grant.

    We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters and grant applicants and to improve the services that we provide.

    The information that we obtain from other organisations may depend upon your privacy settings or responses you give so you should check them regularly.  This information will be obtained from places such as Companies House and articles published in the national and local press.


    We are committed to ensuring that your information is secure.

    Some of our suppliers run their operations outside the European Economic Area (EEA).  Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law.  By submitting your personal information to us, you agree to this transfer, storing or processing at a location outside the EEA.

    In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.


    We will not retain your information for longer than is necessary.  This will normally be for a maximum of six years after our relationship with you has ceased although we are occasionally required to hold data for longer periods for specific programmes.

    Links to other websites

    Our website may contain links to other websites of interest.  However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy.

    Our website policy

    We collect and use information throughout our website only as disclosed in this privacy policy.

    • Users are only required to register on this site if they wish to fill in an online grant application.  The data we ask from you is necessary for us to provide the services you require.  We collect information only from you, and not from third parties.  The information we collect via this website may include:
    • Any personal details you type in and submit, such as name, email address, etc.  This is used to improve the content of our site and to ensure relevance of information.
    • Your IP address (this is your computer’s individual identification number), and other technical information, which is automatically logged by our server.  This is used to note your interest in our website and to ensure any changes that are made to the site are for your benefit.
    • Session information stored in cookies.  These do not include any personal information and are used to ensure that the correct data is extracted from the database (such as language preference).

    Under no circumstances will we hold sensitive payment details, such as your card number, expiry date, unless it is required to process your grant application.  In this case, the data is transferred to an external—secure—database and not associated with your details held online.  All credit card information is collected using Secure Socket Layers (SSL).

    We utilise a third party, Google, to track the usage and volume of users on our site.  The information they collect is not in any way associated with the details we hold about you online.

    Other websites

    This statement only covers this website.  Any other web sites which may be linked to by our web site are subject to their own policy, which may differ from ours.

    Controlling your personal information

    You can give us consent to contact you, in the way you want with the information about us that you want, by contacting us.

    After 25 May 2018, when new GDPR regulations come into force, we will no longer be able to contact you without your consent (unless we consider we have ‘legitimate interest’ to do so).

    You may choose to restrict our use of your personal information in the following ways:

    • Whenever you are asked to fill in a form, look for the boxes that you can click to indicate how you would like us to contact you.
    • Electronic communications will contain an ‘unsubscribe’ link.
    • You can ask us to remove you from our database at any time by e-mailing, by writing to us at the address below or calling us on 01623 620202.

    We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

    You may request details of personal information which we hold about you.  A small fee may be payable.  If you would like a copy of the information held about you please write to:

    Nottinghamshire Community Foundation
    Pine House B
    Ransom Wood Business Park
    Southwell Road West
    NG21 0HJ

    If you believe that any information we are holding on you is incorrect or incomplete, please write to us or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.