Privacy statement
For the purposes of the Data Protection Act 2018, and under the General Data
Protection Regulations UK, the Data Controller is Mrs
Smith & Mount Trust, Registered Address: 6 Trull Farm Buildings, Tetbury,
Gloucestershire, GL8 8SQ, email address: [email protected] and
the Data Processor is The Trust Partnership registered at the same address.
This privacy policy sets out how Mrs Smith & Mount Trust uses and protects any
information provided to us by potential applicants and grantees. Where information
is provided during the application process by which individuals can be identified Mrs
Smith & Mount Trust will only use that information in accordance with this privacy
statement.
The Trust only collect the minimum amount of information necessary in order to carry out
the aims of Mrs Smith & Mount Trust or to comply with our legal responsibilities.
Grant applications submitted online via the website
If personal information within a grant application is submitted online, the applicant is responsible for confirming that the written agreement and permission of any individuals identified in an application has been obtained to pass their personal information to Mrs Smith & Mount Trust. The Trust will only use this information for the following purposes:
* Assess an application,
* Managing or monitoring any grant awarded
* Related administration or research purposes
* Annual reporting,
* Sharing relevant information to other funding organisations, if requested, to use in their own assessment of applications and managing or monitoring of grants awarded.
How we process information
The Trust will only use personal information for the purpose for which it has been given, will
not keep it for longer than necessary and will destroy the information securely
according to their data retention policy. Information provided through grant applications
may be retained for up to 8 years, after which time it will be destroyed.
The Mrs Smith & Mount Trust website does not use cookies or Google Analytics.
The Mrs Smith & Mount Trust does not share your data with third-parties for marketing
purposes
Links to other websites
Where the Trust’s website contains links to other websites, the Trust does not take responsibility for links to third party websites and cannot therefore be responsible for the protection and privacy of any information that is provided whilst visiting such sites.
How an individual can access their personal data
If an individual would like to know what personal data the Trust holds about them, they can ask for details of that personal data and request a copy of it (where any such personal data is held). All requests should be made in writing and sent to the email or postal addresses shown above for the attention of The Clerk to the Trustees.
Changes to the Trust’s privacy policy
The Trust keeps their privacy policy under regular review and places any updates on this web page Privacy Policy – The Mrs Smith & Mount Trust. This privacy policy was last updated in March 2025.
Privacy statement – for non-grant related correspondence
The Trust will only collect the minimum amount of information necessary in order to carry out the aims of Mrs Smith & Mount Trust or to comply with their legal responsibilities. The Trust will only use personal information for the purpose for which it has been given, will not keep it for longer than necessary and will destroy the information securely according to their data retention policy.
The Mrs Smith & Mount Trust does not share personal data with third parties for marketing purposes.
Data Retention
Data Type
Retention Period
Minutes
Indefinitely
Trust Deeds and any amendments
Indefinitely
Annual Accounts
Indefinitely
Investment certificates and ledger
Indefinitely
Accounting paperwork, invoices etc.
7 years*
Appointed trustees
7 years from resignation
Unsuccessful trustee applications
1 year since rejection
Grant applicants/charity contacts
7 years from last contact
Contracts with suppliers
6 years after expiry or termination of the contract. If the contract is executed as a deed, the limitation period is twelve years
Insurance documents
3 years after lapse
Insurance claims and accident reports, if any
3 years after settlement
*The exact retention period is six years from the end of the financial year in which the transaction was made
March 2025
Privacy Policy – Board approved 10/03/2025