Privacy notice.
How the Thomas Davies Charity handles personal information. We collect only what we need, we keep it private, and we use it only for the purpose we have explained to you.
Last reviewed: 2025. The trustees review this notice annually.
Who we are
The Thomas Davies Charity is a charitable trust registered with the Charity Commission for England and Wales under number 215597. For data protection purposes, the charity is the data controller of personal information that it holds about applicants and enquirers. The trustees are responsible for data protection compliance on behalf of the charity.
What this notice covers
This notice applies to personal information we obtain when you:
- Write to us by email or post, including to make an application on behalf of a child.
- Use the contact form on our website to compose a message in your email application.
- Otherwise communicate with the trustees in the course of the charity's work.
What personal information we collect
We collect only the information we need to respond to your enquiry or consider an application. That typically includes:
- Your name and contact details (email, postal address or telephone number).
- Your relationship to any child on whose behalf you are writing.
- The information you provide about the child's circumstances, to the extent necessary to consider eligibility.
- Any correspondence between us and you.
We do not collect more information than we need, and we do not require national insurance numbers, bank details, or other financial information at first contact.
Lawful basis
We process personal information on the following lawful bases, depending on the circumstances:
- Legitimate interests: where we correspond with an enquirer or applicant, and the processing is necessary for us to carry out the charity's purpose.
- Legal obligation: where we keep records to comply with our duties under charity law and to file reports with the Charity Commission.
- Public task: where the processing is necessary to perform the public benefit purpose of the charity.
- Consent: where you have given us your explicit consent, for example to include a quotation or to contact you in a particular way.
How we use your information
We use personal information only to:
- Reply to enquiries.
- Consider applications and make grants where appropriate.
- Arrange payment of any grant awarded, through an appropriate intermediary.
- Keep proper records in accordance with our duties as trustees.
We do not use personal information for marketing. We do not hold a newsletter or mailing list. We do not sell, rent, or share personal information for commercial purposes.
Who we share information with
We keep applicants' information private. We may share personal information only in the following circumstances:
- Where it is necessary to arrange payment of an agreed grant through an appropriate intermediary (for example, a school or guardian), and only to the extent required.
- Where we are required by law to disclose information — for example, to a statutory authority in connection with safeguarding, or in response to a lawful request.
- Where you have given us your specific consent to share particular information.
How long we keep information
We keep correspondence and application records for as long as is reasonably necessary for us to fulfil our purpose as trustees, meet charity law reporting duties, and deal with any subsequent query. Records are reviewed periodically and information no longer required is deleted or destroyed.
How we keep information safe
Records are held by the trustees in a secure manner. Electronic records are kept in password-protected accounts. Paper records are stored securely. Access is limited to the trustees and, where necessary, to their advisers under a duty of confidence.
Website
Our website does not set any tracking or advertising cookies. We do not run analytics that identify individuals. The contact form on the Contact page does not send any information to us directly; it simply opens your email application with the text you have written, so that you can review and send it yourself.
Your rights under UK GDPR
Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have rights in relation to the personal information we hold about you. These include the right to:
- Ask what information we hold about you.
- Ask that we correct any information that is inaccurate.
- Ask that we erase information where we no longer need it.
- Ask that we restrict our processing in certain circumstances.
- Object to our processing where it is based on legitimate interests.
- Withdraw consent where processing is based on consent.
To exercise any of these rights, please write to us at info@llanybydder.org.uk.
Complaints
If you are not happy with how we have handled your personal information, please let us know and we will do our best to put matters right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection: ico.org.uk.
Changes to this notice
We may update this notice from time to time. The latest version will always be available on this page and the date at the top will be updated accordingly.