THE LENTONBROOK FOUNDATION
A registered charity in England and Wales
(Charity Number: 1212919)
Adopted by the charity trustees on 29 June 2025
Next review date: on or before 31 December 2026
1. INTRODUCTION
This privacy notice tells you what The Lentonbrook Foundation (the Charity, we, us, or our) will do with your personal information and how we look after it. It also tells you about your data protection rights.
2. CONTACT DETAILS
2. If you ever have any questions, comments or complaints about this notice, or any of its contents, please contact us via any of the following means and we will be pleased to assist you:
2.1.1 By post:
The Trustees of The Lentonbrook Foundation
c/o Charity Administration Team
Birketts LLP
Providence House
141-145 Princes Street
Ipswich
IP1 1QJ
2.1.2 By phone: 01473 232300
2.1.3 By email: Lentonbrook@birketts.co.uk
3. What information we collect, use, and why
3.1 We may collect or use the following information during the grant-making process:
3.1.1 Names and contact details of key contacts for the applicant organisation.
3.1.2 The identities of key personnel (including directors and trustees).
3.2 In respect of the charity trustees of the Charity, we may collect or use the following information:
3.2.1 Names and contact details.
3.2.2 Address.
3.2.3 Date of birth.
3.2.4 Occupation.
3.2.5 Payment details (including bank details for the payment of expenses).
3.2.6 Copies of formal records (such as receipts, invoices, bank statements and management accounts).
3.2.7 Correspondence
3.3 We may collect or use the following personal information for dealing with queries, complaints or claims:
3.3.1 Names and contact details.
3.3.2 Address.
3.3.3 Correspondence
3.3.4 Information relating to compliments or complaints.
3.4 We may collect or use the following personal information when accepting donations for Gift Aid purposes:
3.4.1 Name.
3.4.2 Address.
3.4.3 Correspondence
3.5 If you do not provide the personal information we ask for to fulfil the purposes described in this notice we may not be able to assess your application or may need to terminate the provision of a grant.
4. lawful basis and data protection rights
4.1 Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
4.2 Which lawful basis we rely on may affect your data protection rights which are briefly set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.
4.2.1 Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
4.2.2 Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
4.2.3 Your right to erasure– You have the right to ask us to delete your personal information if we no longer have good reason to keep it. You can read more about this right here.
4.2.4 Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
4.2.5 Your right to object to processing– You have the right to object to the processing of your personal data in certain circumstances. You can read more about this right here.
4.2.6 Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
4.2.7 Your right to withdraw consent– We do not expect to rely on consent as a lawful basis for processing your personal information. However, if we do, you have the right to withdraw your consent at any time. You can read more about this right here.
4.3 If you make a request, we must respond to you without undue delay and in any event within one month.
4.4 To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
5. our lawful basis for the collection and use of your data
5.1 Our lawful basis for collecting or using personal information during the grant-making process, and in respect of the charity trustees of the Charity, is:
5.1.1 Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
5.2 Our lawful basis for collecting or using personal information for dealing with queries, complaints or claims and when processing Gift Aid claims is:
5.2.1 Legitimate interests – we’re collecting or using your information for our purposes which benefit you, our organisation or someone else and which do not interfere with your own rights and freedoms. All your data protection rights may apply, except the right to portability. Our legitimate interests are:
5.2.1.1 Ensuring the quality of the services we provide to you.
5.2.1.2 Communicating with you.
6. where we get personal information from
We get your personal information directly from you or individuals working or acting for your organisation and from publicly available sources.
7. how long we keep information
We will keep your information only for as long as necessary depending on the purpose for which it was provided. For more information, please contact us using the contact details at the top of this privacy notice.
8. who we share information with
8.1 Others we share personal information with include our professional advisors (such as lawyers, insurers, accountants and providers of banking services) and the Charity Commission for England and Wales.
8.2 We will also consider if there is any requirement in respect of wider action and/or statutory reporting to the Charity Commission for England and Wales or other regulators.
8.3 We may also appoint service providers, such as providers of IT, business and systems administration services, who may need to process your personal information in order to provide their services to us. We do not permit such third parties to use your personal data for any purpose other than to comply with our specific instructions. We require all third parties to respect the security of your personal information and to treat it in accordance with the law.
8.4 If we appoint service providers who are located outside the UK (for example, data storage providers with servers overseas), this will involve transferring your personal information outside the UK. We will always ensure that appropriate safeguards are applied to any international transfer of your personal information so that it receives the same degree of protection as in the UK.
9. how to complain
9.1 If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
9.2 If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
9.3 The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
© Lentonbrook Foundation 2025 | Registered Charity No: 1212919