Privacy Policy

Policy

The Sheppard Trust is registered with the Information Commissioners Office as a data controller and we are committed to protecting and respecting your privacy. The information that we store from our website is provided primarily from prospective applicants, residents, donors and supporters and others.

We aim to be clear and open about how your data is used and we will not share your personal information with other people outside of the Trust. This policy tells you what data we collect from you and how we use it.

Information we collect from you:

  • Applicants: information that you provide on the on-line Initial Enquiry Form or information that you have provided on the Get in touch section of the website.
  • Residents: information that you provide on the Guest Room Booking Form or when reporting a request for maintenance work.
  • Donors and supporters: if you contact us, we will keep a record of the information provided.
  • Others: if you contact us, we may keep a record of that correspondence.

Where we store your personal data

We hold the information that has been provided in both paper and electronic forms.

Applicants: personal data, including special categories of personal data such as religious beliefs and health information, is held in order to decide whether an applicant meets the Trust’s criteria for appointment as a beneficiary, and to process their application.  The data is held for as long as they remain on the waiting list or ask for their data to be kept on file.  Data for unsuccessful applicants or applicants removed from the list is held for no more than one year, other than their name and date of application, in order to identify re-applications.

Residents: For further information please refer to your Privacy Notice.

Donors and supporters: contact information and details of amounts donated are held in order to process donations and keep people informed about our work.

Disclosure of Information

We will only disclose information to people outside the Trust where:

  • There is a legal, contractual or regulatory requirement to disclose it
  • The individual has given their consent.

Access to information

You have the right to access the information that we hold on you by making a written or verbal request to the Chief Executive.
We will aim to comply with requests for access to personal information as quickly as possible and this will be within one month, unless the request is unusually complex.
The Sheppard Trust reserves the right to charge an administrative fee if the request is manifestly unfounded or excessive or if further copies are requested.

This is an extract of the Trust’ Privacy and Data Protection Policy, if you would like the full version pleases contact us.