Privacy Policy

Introduction

The Cowgill Foundation ("we," "our," or "us") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our website or engaging with our services, you consent to the collection and use of information in accordance with this policy.

Who We Are

Organization Name: The Cowgill Foundation
Registered Charity Number: 1211403
Legal Structure: Charitable Incorporated Organisation (CIO)
Registered Address: 37 Sutherland Drive, Newcastle, ST5 3NZ
Contact Email: TheCowgillFoundation@hotmail.com
Phone: 07710 257226

Information We Collect

We collect and process the following types of personal information:

Grant Application Information

• Personal identification (name, date of birth, address)
• Contact details (email, phone number)
• Financial information (income, expenses, bank details for payment)
• Supporting documentation (medical records, educational certificates, etc.)
• References and testimonials
• Information about your need or charitable project

Website Usage Information

• Contact form submissions
• Email correspondence
• Technical information (IP address, browser type, device information)
• Website usage data (pages visited, time spent, navigation patterns)

Organizational Grant Applications

• Organization details (name, registration number, address)
• Contact persons and their details
• Financial records and budgets
• Project plans and impact assessments
• Governance documents

How We Use Your Information

We use your personal information for the following purposes:

• Grant Processing: To evaluate and process grant applications, make funding decisions, and administer grants
• Communication: To respond to inquiries, provide updates on applications, and communicate about our services
• Compliance: To meet our legal and regulatory obligations as a registered charity
• Impact Reporting: To monitor and report on the impact of our grants (with anonymization where appropriate)
• Website Improvement: To analyze website usage and improve user experience
• Record Keeping: To maintain accurate records for audit and governance purposes

Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

• Consent: You have given explicit consent for us to process your personal information for grant applications
• Legitimate Interests: Processing is necessary for our legitimate charitable purposes, including grant-making and impact reporting
• Legal Obligation: Processing is necessary to comply with charity law and Charity Commission requirements
• Contractual Necessity: Processing is necessary for fulfilling grant agreements

How We Protect Your Information

We implement appropriate technical and organizational measures to protect your personal data:

• Secure data storage with encryption
• Access controls limiting who can view personal information
• Regular security assessments and updates
• Secure communication channels for sensitive information
• Staff training on data protection
• Regular backups to prevent data loss

Data Sharing and Disclosure

We do not sell your personal information. We may share your data only in the following circumstances:

• Charity Commission: Required reporting for regulatory compliance
• Professional Advisors: Legal, accounting, or other professional services (under confidentiality agreements)
• Payment Processors: To process grant payments securely
• References: To verify information provided in applications (with your consent)
• Legal Requirements: When required by law or to protect our legal rights

All third parties we work with are required to maintain appropriate data protection standards.

Data Retention

We retain your personal information only for as long as necessary:

• Successful Grant Applications: 7 years from the end of the grant period (for financial and legal compliance)
• Unsuccessful Applications: 2 years from application date
• General Inquiries: 1 year from last contact
• Website Analytics: 26 months maximum

After the retention period, data is securely deleted or anonymized.

Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal obligations)
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Request your data in a portable format
• Right to Object: Object to certain types of processing
• Right to Withdraw Consent: Withdraw consent at any time (may affect grant eligibility)

To exercise any of these rights, please contact us at TheCowgillFoundation@hotmail.com . We will respond within one month.

Cookies and Tracking

Our website uses minimal cookies to enhance user experience:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand website usage (anonymized)

You can control cookie settings through your browser preferences. Disabling cookies may affect website functionality.

Third-Party Websites

Our website may contain links to third-party websites (e.g., Charity Commission). We are not responsible for the privacy practices of external sites. Please review their privacy policies before providing personal information.

Children's Privacy

Our website and services are not directed at children under 16. If a grant application is made on behalf of a child, we require parental or guardian consent and will process the child's information with appropriate safeguards.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting a notice on our website or by email. The "Last Updated" date at the top of this policy indicates when it was last revised.

Complaints and Concerns

If you have concerns about how we handle your personal data, please contact us first:

Email: TheCowgillFoundation@hotmail.com
Phone: 07710 257226
Address: 37 Sutherland Drive, Newcastle, ST5 3NZ

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

ICO Website: https://ico.org.uk
ICO Helpline: 0303 123 1113