Introduction
The A Team Foundation Ltd is a registered charity in England and Wales (registration number 1077094) and a private company limited by guarantee without share capital in England and Wales (registration number 03775136) with a registered address of 61 Grosvenor Street, London, W1K 3JE. We are registered as a data controller with the Information Commissioner’s Office (ICO). If you have any queries about this privacy notice or about any aspect of the A Team Foundation’s data management please contact our data protection lead at info@ateamfoundation.org.
The A Team Foundation takes your privacy seriously. We are committed to looking after your personal information, handling it in a responsible manner and securing it with industry standard administrative, technical and physical safeguards. We make every effort to comply with the principles of the UK General Data Protection Regulations and the Data Protection Act 2018.
Our privacy notice is a detailed guide to how we use your information. It sets out our approach to how we handle your personal information in the following areas. Please click on the links below to access information that is relevant to you and your relationship with us.
The A Team Foundation follows two guiding principles when it comes to your privacy:
Transparency. We work hard to be transparent about what personal information we collect and process.
Simplicity. We strive to use easy-to-understand language to describe our privacy practices to help you make informed choices.
This Privacy Notice will be regularly updated to ensure that it continues to comply with the latest regulation and best practice. It was last updated on 18 August 2021.
Visitors to our website
Our website ateamfoundation.org is hosted by SquareSpace. When you visit our website, we use Squarespace Analytics to collect standard internet usage information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. Squarespace analyses all data in a de-personalized form. The SquareSpace privacy policy is available here.
We use cookies on our websites in order to make the websites work more efficiently as well as provide information on the use of the site. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited. Read our cookie policy to find out how we use cookies and find information on how to change cookies settings.
Grant applicants, current and former grant recipients
Application and grant management
We will only ask for as much information as we need to effectively consider a grant application, to manage an award if you are successful and to monitor its progress. In submitting an application, you are agreeing to us processing your data for these purposes and in the ways outlined in this section. Applications are submitted by email and we may ask you to use an application form in Microsoft Word or PDF format.
We use Trello and Dropbox to store grant data. Trello is a project management tool owned by Atlassian, whose privacy policy is available here. Dropbox is a cloud based file storage tool, whose privacy policy is available here.
If you apply to us, we will keep a record to enable us to maintain records of your application history should you apply again, including assessment notes. In addition to application data, we will retain any personal data related to the administration or operation of the grant, including name, email address and phone number.
We may use external assessors, advisors, consultants, or working group members to assist us with the grant application and management process, including evaluation and research activities. Before data is shared with any party, we ensure a data processing agreement which meets the standards of UK GDPR is in place.
Data about what we fund
We publish information about awarded grants and social investments on our wesbite and in the annual announts we submit to Companies House and the Charity Commission.
We may also include information about the grants we award in presentations about the A Team Foundation’s work.
There may be times we share information with a third party organisation such as a charity or other funder who may contact us for a reference. Most information will be organisational and not personal, but at times personal data (for example the names of senior staff) may be included. This is a legitimate interest as it will improve funding to the sectors we fund.
Business Contacts
We may collect personal data from business contacts to enable us to undertake the legitimate activities of the Foundation.
Research undertaken by the A Team Foundation
From time to time, the Foundation may undertake research which will involve the collection of personal data. Where possible, this data will be anonymized before publication. Where anonymization is not possible, data will only be shared if explicit consent is received. Any identifiable personal data will be held for up to one year following completion of the project.
Members of the public who make enquiries
If you contact the A Team Foundation with an enquiry, we will store your details only for as long as necessary to enable us to respond to your enquiry and for up to three months after our response. This may be by telephone, email or written correspondence. If your enquiry is for pre-application advice, we will hold your details for up to 18 months to ensure we have the data to refer to in the case of you making an application.
mailing lists
If you sign up to our newsletter, we will retain your personal details to enable us to get in touch with you about our work and other relevant initiatives or news through our newsletter. We also provide our newsletter to those we hold legitimate business interests with such as those we fund. You can unsubscribe at any time. We use Mailchimp to create and distribute our newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our newsletter. For more information, please read the MailChimp privacy policy here.
Visitors to our office
If you visit our office, we will ask you to provide your name and contact details to enable us to keep track of attendees in the building. We will not use it for any other purpose. We will however retain details about the numbers of visitors to our offices for monitoring purposes.
Suppliers and others to whom we make payments
If we have an obligation to pay you (e.g. following delivery of services or to reimburse expenses) we will collect personal data from you to enable us to complete this contractual transaction. We use online banking to make supplier payments.
INvestment activity
Investment fund administrators and other organisations we contract with are required by anti-money laundering (AML) legislation to verify the identity of their clients. Therefore, for AML purposes we are required to keep personal data about our trustees and directors. This data is reviewed every six months to ensure only accurate current copies are retained and out of date information is destroyed. However, the A Team Foundation will retain copies of AML documentation sent to investment funds to verify identify for the lifetime of that investment where the AML documentation forms part of the contractual arrangement with that fund.
We will collect personal data of contacts at investment firms and banks as part of our dealings with them. This will be retained for the length of the contract and then deleted.
IT management systems
We use several systems to manage our IT infrastructure. Personal data of users is collected to enable us to manage and operate our systems and is logged in our accounts held on these systems. This includes:
SquareSpace – to host our website and provide us with website analytics. The SquareSpace privacy policy is available here.
GoDaddy – to provide our website domain, email service and Office365 subscription. The GoDaddy privacy policy is available here.
Microsoft – to provide Office Suite facilities (such as Word, Outlook, etc). The Microsoft privacy policy is available here.
Trello– to access, edit and store our data relating to active and previous grants and applications. A Team Foundation staff also use Trello for project management. The Trello privacy policy is available here.
Dropbox – to access, edit and store grant documentation and other day-to-day operational documents. The DropBox privacy policy is available here.
The A Team Foundation also contracts with other third parties on a per-project basis. This may necessitate access to specific platforms and the data within. If this is the case, Data Sharing Agreements are put in place between the A Team Foundation and the third party, and access to any sensitive data is restricted as much as possible.
Job applicants , current and former staff
All the information you provide during the job application process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect your application if you don’t. If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for six months from the closure of the campaign. Information generated throughout the assessment process, for example interview notes, is retained by us for six months following the closure of the campaign.
If you are successful, the information you provide during the application process will be retained by us as part of your employee file. This includes your criminal records declaration, fitness to work, records of any security checks and references. Your employment file will also contain all personal data related to your employment at the Foundation. This will be retained for the duration of your employment plus six years following the end of your employment. After that time, we will retain basic details of your name, start and end date and job title only for archive purposes.
Personal contact details of employees will be shared with Foundation managers and trustees for the purposes of emergency contact in line with the Foundation’s Disaster Recovery Plan. Personal contact details of nominated emergency contacts for individual staff members will be held on employee files and will only be used in an emergency. These will be deleted within one month of the employee leaving the A Team Foundation
We may use recruitment agencies to assist us with filling posts. This will be detailed in the job advertisement. Details of the Privacy Policies of the agencies will be available on their websites.
The A Team Foundation contracts payroll management to R Pau & Co Ltd. Further information about their privacy policy is available here.
We use Hargreaves Lansdown to provide advice to staff on pension and insurance matters. Further information about their privacy policy is available here.
Social media
The A Team Foundation uses a variety of social media platforms including Instagram, Facebook, LinkedIn and YouTube. We also use Later to manage and measure our social media interactions.
The Instagram privacy policy can be found here.
The Facebook privacy policy can be found here.
The LinkedIn privacy policy can be found here.
The YouTube privacy policy can be found here.
The Later privacy policy can be found here.
videos and photographs
Videos
The A Team Foundation may use videos, which may be commissioned by us or submitted by those we work with, to illustrate the work of the Foundation and the projects we support and these may involve personal data which we collect as part of the legitimate activities of the Foundation. Videos may be stored on A Team Foundation systems or hosted on our website https://www.ateamfoundation.org and/or via YouTube.
Videos commissioned by the Foundation may be recorded and edited by external film makers and we will have a data processor agreement which meets the standards of UK GDPR in place.
From time to time we may showcase videos produced by third parties such as grantees or partners that we work with through our communications channels. In doing so, we will make every effort to ensure suitable permissions and compliance with UK GDPR are satisfied before use of video.
Photographs
We may photograph events that the A Team Foundation host or are involved in and we will inform participants that this is the case either by notice or specific forms. Participants have the right to withdraw their consent by following the instructions given.
We may also take photographs of staff – both headshots and at events. Staff will be asked to provide their consent to the use of these photographs.
We may use the photographs in the A Team Foundation publications, social media, website or the press. Photographs will be stored on A Team Foundation systems and held for up to five years , or in the case of staff headshots until the person leaves A Team Foundation. If we commission an external photographer, we will put a data processor agreement which meets the standards of UK GDPR in place and the photographer will be bound by the same photograph retention policy.
From time to time we may request images from those we work with to promote the work that we support through our communication channels. In accessing images, we will make every effort to ensure suitable permissions and compliance with UK GDPR are satisfied before use of the images.
Publications
We may collect personal detail about grantees or other individuals involved in the work of the Foundation in order to produce publications about the A Team Foundation’s work. We will obtain the consent of the individuals involved to their inclusion. The information that we include in the A Team Foundation’s publications is shared through our website and other communications channels, including press releases and social media. In the process of preparing and disseminating publications, we may share information with a variety of third-party processors. For example, graphic designers will often format and arrange printing of content. Proofreaders and / or consultants may be engaged to review work. In all cases we will ensure a data processor agreement is in place which meets the standards of UK GDPR. The A Team Foundation will retain digital and hard copies of publications in order to maintain an archive of the Foundation and our grantees’ work.
Audit and regulatory requirements
We may share any data about the our operations with our auditors, Buzzacott LLP , the HMRC, the Charity Commission, the Information Commissioner’s Office, Companies House and other regulatory bodies should this be necessary to complete statutory audit and regulatory requirements.
Your rights
Under the UK General Data Protection Regulation (UK GDPR) which came into force on 25 May 2018 you have rights as an individual data subject which you can exercise in relation to the information we hold about you. Read more about these rights on the ICO’s website.
Complaints and queries
The A Team Foundation tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
We would also welcome any suggestions for improving our procedures. To contact us, or raise a concern, email info@ateamfoundation.org.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of the A Team Foundation’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to our data protection lead at the address in the Introduction above.
If you want to make a complaint about the way we have processed your personal information, you can contact the ICO as the statutory body which oversees data protection law ico.org.uk/concerns
Access to your personal information
The A Team Foundation tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under UK GDPR. If we do hold information about you, we will:
give you a description of it;
tell you why we are holding it;
tell you who it could be disclosed to; and
let you have a copy of the information in an intelligible form.
To make a request to the A Team Foundation for any personal information we may hold, you need to put the request in writing addressing it to our data protection lead and emailing info@ateamfoundation.org or writing to the address provided above.
We may ask you to verify your identity before supplying the information. Acceptable forms of ID include:
Photocard driver’s licence
Passport
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the data protection lead.
If you make a data protection instruction to the A Team Foundation that contradicts a previous instruction (or instructions), then we will follow your most recent instruction.
Privacy notice changes
As stated above, we will regularly review our privacy notice. Although most changes are likely to be minor, changes may be made from time to time to ensure our policy remains current and responsive to any changes in how the A Team Foundation receives and protects your personal information. We encourage you to frequently check this page for any changes to our policy. Your continued use of this site after any change in this Privacy Policy will constitute your acceptance of such change.