POLICIES

 

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You can download a copy of this privacy policy here.

General

The Sir Jules Thorn Charitable Trust ("we" and "us") is committed to protecting your data and privacy in accordance with the provisions of the Data Protection Act 1998 and the General Data Protection Regulations (GDPR) coming into force on 25 May 2018.

This Privacy Policy explains how we use the information we collect about you, how you can instruct us if you prefer to limit the use of, update or erase that information and procedures that we have in place to safeguard your privacy.

When submitting information to us through the Website or by any other means, you will be asked to give your consent to our collection, use and disclosure of your personal information in accordance with this Privacy Policy.  If you change your mind, you may withdraw your consent by notifying the Trust in writing, electronically or on paper.  If you do not agree with this Privacy Policy, you should not submit information to us through, or in connection with our Website or by any other means, but you should be aware that the Trust is unable to process an application without the personal information requested.

Identity and Contact Details of the Data Controller

The Sir Jules Thorn Charitable Trust
24 Manchester Square
London
W1U 3TH
United Kingdom
Tel: 0207 487 5851
E-mail: info@julesthorntrust.org.uk
A Charity Registered in England and Wales, number 233838

The Sir Jules Thorn Charitable Trust has applied to be registered as a "Data Controller" under the terms of the Data Protection Act 1998 and GDPR 2018 and we shall ensure we comply with all the protection these regulations afford to you. Our registration number is ZA286019.

Data Protection Officer

Andrew Elliott
Deputy Director
The Sir Jules Thorn Charitable Trust
24 Manchester Square
London
W1U 3TH
United Kingdom
Tel: 0207 487 5851
E-mail: aelliott@julesthorntrust.org.uk

Why we collect your data

We ask for your personal information (name, work e-mail address and work contact telephone number) so that we can assesses your grant application, award grants effectively, pay grants promptly, monitor the impact of the Trust’s investment and shape future grant making policy.  We ask for your name and work contact details so that we can be sure the application is genuine and to provide us with a point of contact.  We are not able to process an application without this personal information.

The legal basis for collecting this data is contained in GDPR Article 6, paragraph 1, sub-paragraphs a, b, c and e.  The public interest referred to in sub-paragraph e is to ensure the validity of applications, verifying the status of applicant organisation and the public benefit it provides.

The information we collect from you

When you apply for a grant from us we will collect, process and store some personal that relates to, and identifies you.  This information includes, but is not limited to, your name, postal address (work), work e-mail address, work telephone number (land line or mobile), and any other information collected on registration, on making an application and through surveys to the extent reasonably necessary to process your application, and manage any grant that we may decide to award. 

Full details of the personal information we collect from you, and about you from other sources are shown in the table at Annex 1.

Data not provided by you

We will gather additional information about your organisation for due diligence purposes.  This additional information will be gathered from publicly accessible sources such as the websites of the Charity Commissions of England & Wales, Scotland and Northern Ireland, your own organisation’s website and other sources relevant to your application. 

We will not gather additional personal information about you unless you are applying for The Sir Jules Thorn Award for Biomedical Research.  For these applications we may gather personal information from your parent institution’s website, from online medical research data bases (i.e. European PubMed) and other publicly available sources directly relevant to your application.  We will seek the opinion of external experts (reviewers) in order to assess fully your application and to ensure that your application receives the objective and independent consideration.  Reviewers will be provided with a copy of the application you have submitted to us.

Why we process your information

We process your information for the purpose of:

  1. Dealing with your enquiries and requests;
  2. Providing and personalising our services;
  3. Compiling your profile (medical research applications only);
  4. Administering application records;
  5. Maintaining information as a reference tool or general resource to develop grant making policy;
  6. Auditors or contractors or other advisers auditing, assisting with or advising on any of our business purposes.

We also gather information and statistics for the purposes of monitoring Website usage via Google Analytics and may provide such aggregate information to third parties.  These statistics will not include information that can be used to identify you.

How we process your data

The information you provide to us using our online application system will be transferred to, and held in, our contact relationship management (CRM) system.  We currently use Form Assembly to capture and transfer your information to our Salesforce CRM system. 

Our Trustees will view the information you have provided, together with any additional information gathered from publicly available sources, in order to assess whether a funding award will be made. 

If an award is made we may ask for extra information about your organisation to help us pay and monitor the award.  To help us do this we will use a commercial accounting package (currently Financial Force) and store documents electronically in the Cloud using the Box system. 

Automated decision making

As part of the online application process for some of our grant programmes we ask you to complete an eligibility questionnaire.  This is to ensure that your application and organisation is compliant with the criteria set by our Trustees for that programme.  Your response to the eligibility questionnaire is assessed automatically.  If your response is incompatible with the criteria for that programme your application will be halted and you may be invited to contact us.  No personal information is required to complete the eligibility questionnaire.

We do not use any other automated decision making.

Where the processing takes place

We process your data at the Trust office in London (see above address). 

Who will see your data

Your information may, for the purposes set out in this Privacy Policy, be disclosed for processing to:

  1. Our employees;
  2. Our Trustees
  3. Our Medical Advisory Committee (medical research applications only)
  4. Our affiliates (if any);
  5. Successors in title to our activities;
  6. Third party consultants, contractors or other service providers who may access your personal information when providing services (including but not limited to IT support services, external experts for peer review purposes) to us;
  7. Government bodies and law enforcement agencies and in response to other legal and regulatory requests;
  8. Auditors or contractors or other advisers auditing, assisting with or advising on any of our business purposes.

We may also publish the names of organisations that have received grants from us in our annual report and accounts (submitted to the Charity Commission) and/or on our website.

Transfer of your data to a third country/international organisation

We will not transfer your data to another country or international organisation except for full applications to The Sir Jules Thorn Award for Biomedical Research where we may share your application with selected international experts who have been asked to provide an opinion on the application (peer review).  We will endeavour to seek peer reviews from experts located in countries within the European Union or countries that have been assessed by the EU as having data protection provision equivalent to GDPR (see http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.htm).  However, in order to fulfil our commitment to secure an objective and independent assessment of your application we may seek the opinion of an expert located in a country outside the EU and/or not having been assessed by the EU as having data protection provision equivalent to GDPR. 

Period for which the data will be stored

The period for which we will retain your data is determined by the time needed to assess your application, the duration of any grant award that may be made to your organisation, the duration of any grant management function that may arise from your application and the need to aggregate data to inform grant making policy/processes.

Communication with you

We will only send you communications directly relating to your application or role with the organisation (i.e. staff, Trustees, specialist advisers etc.).  We will not send you marketing communications unless it is to raise awareness of a grant programme offered by the Trust that is of direct relevance to your organisation.

Information security

We believe that we have appropriate policies, rules and technical measures to protect the personal data which we have under our control (having regard to the type and amount of that data) from unauthorised access, improper use or disclosure, unauthorised modification, unlawful destruction or accidental loss.

All of our employees and data processors who have access to, and are associated with, the processing of your personal information are obliged to respect the confidentiality of your information.

We ensure that your information will not be disclosed to government institutions or authorities except if required by law or when requested to by regulatory bodies or law enforcement organisations.

Your information is stored and processed using the following cloud based service providers (click to link to the providers’ security statement):

Please be aware that communications over the Internet, such as emails/webmails are not secure unless they have been encrypted.  Your communications may route through a number of countries before being delivered - this is the nature of the World Wide Web/Internet.  We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.

Consent

When submitting any personal information (including, without limitation, your application) to us you will be asked to indicate your consent to the use of information as set out in this policy.  We reserve the right to amend or modify this policy and if we do so we will post the changes on this page of this website.  It is your responsibility to check the policy every time you submit information to us.  We will record that you have consented to our use of your personal information.

In the event that the purposes for processing change, then we will contact you as soon as practicable and seek your consent where such notification relates to a new additional purpose for processing.

Your right to withdraw consent

You have the right, at any time, to withdraw your consent for us to hold and/or process your personal information.  If you wish to withdraw your consent please contact the Data Protection Officer whose details are at the start of this policy.

Your right to request access, rectification, erasure, object to/restrict processing and portability

You have the right to contact the Trust at any time to:

  • Request access to your personal data
  • Request rectification of any inaccuracies in your personal data
  • Request that your personal data be erased from our data base
  • Object to the processing of your personal data
  • Request that we restrict the processing of your personal data
  • Request that we send your personal data to another controller in a commonly used format

When submitting a request to our Data Protection Officer at the above address please provide your name and address.  We should be grateful if you would also give brief details of the information set which you would like a copy or which you would like to be corrected (this helps us more readily to locate your data).

We will require proof of your identity before providing you with details of any personal information we may hold about you.  

Your right to lodge a complaint with the UK Supervisory Authority

If you feel that we have not responded fully to your requests you have the right to submit a complaint to the UK Supervisory Authority at:

The Information Commissioner’s Office
Water Lane, Wycliffe House
Wilmslow - Cheshire SK9 5AF
Tel. +44 1625 545 745 
E-mail: casework@ico.org.uk
Website: https://ico.org.uk

Other relevant Trust documents

This Policy should be read in conjunction with the Website Terms and Conditions of use for www.julesthorntrust.org.uk (the "Website") and General Grant Terms and Conditions of which they form part (the "Terms").

Annex 1 – Personal Data collected from you and from other sources

The Sir Jules Thorn Award for Biomedical Research

The Sir Jules Thorn PhD Scholarship Programme

Medically Related Donations Programme

Ann Rylands Small Donations Programme

1

On submission of application

Name, 
Work position,
Work address, 
Work phone number
Work e-mail address, 
Curriculum vitae

Name, 
Work position,
Work address, 
Work phone number
Work e-mail address, 
Curriculum vitae

Name, 
Work position,
Work address, 
Work phone number
Work e-mail address

Name, 
Work position,
Work address, 
Work phone number
Work e-mail address

2

Gathered from other sources

Research papers published
Peer review of application

Research papers published

None

None

3

Removed from 2 if unsuccessful

None

 

None

None

None

4

Additional to 2 if awarded

Corporate bank account details (not personal)
Reports (financial and narrative) as required under the Award terms and conditions
Copies of papers arising from the research project funded by the Award

Corporate bank account details (not personal)
Reports (financial and narrative) as required under the PhD Scholarship  terms and conditions
Copies of papers arising from the research project funded by the Scholarship

Corporate bank account details (not personal)
Reports (financial and narrative) as required under the Grant terms and conditions (not personal)

None

5

Removed from 1 + 4 when award no longer active

None

 

None

None

None

6

Removed from 5 when archived

None

 

None

None

None

7

What we may share & with whom

Data provided on submission of application and gathered from other sources  shared with:
Trust Staff
Trustees
Medical Advisory Committee
Reviewers

Data provided on submission of application and gathered from other sources  shared with:
Trust Staff
Trustees
Medical Advisory Committee

Data provided on submission of application shared with:
Trust Staff
Trustees

Data provided on submission of application shared with:
Trust Staff
Trustees

You can download a copy of this privacy policy here.
Last updated: October 2017

You can download a copy of these terms of use here.

1. Ownership

This website ("the Website") is the website of THE SIR JULES THORN CHARITABLE TRUST ("the Trust").

Unless specifically stated otherwise, the Trust is not responsible for the information on the Website and makes no warranty in respect of its timeliness, accuracy or availability. The information provided is subject to the Trust’s Privacy Policy which you should read before accessing such information.

2. Legal Agreement

By entering the Website, and/or any page accessible on this site you accept, without limitation or qualification, the terms and conditions set out below ("the Terms") without modification.  By accessing and using this website, you acknowledge that you are bound by the Terms.

If you do not wish to be bound by the Terms you should not access or use the Website.

The Charity may modify the Terms in its absolute discretion from time to time without individual notice to you.  You will be deemed to have accepted any modifications if you continue to use the Website after they have been posted.

3. Intellectual Property Rights

The Website, and all the information and graphic representations or images on it ("Content"), are owned by, or licensed to the Trust.  The copyright and all other intellectual property rights in the Content are the sole and exclusive property of the Trust or others who have allowed the Trust to use that information.

You may view the Website on your computer screen and print its contents on your printer for your personal and non-commercial use only.  For the avoidance of doubt, anything printed will form part of the Content.

Unless you have obtained the Trust’s written consent, you may not use, transfer, copy or reproduce any part of the Content, this website or its source HTML code in whole or in part, in any form or by any means, electronic, mechanical or otherwise, except for the sole purpose of viewing its content.  This includes electronic reproduction by uploading or downloading.

You warrant that it is legal for you to view this site in the jurisdiction to which you are subject. You are responsible for compliance with all laws of that jurisdiction, in viewing or using the Content.

4. Using the Website

Wherever you are asked to provide information in connection with the Website, you agree to provide true, accurate, current and complete details. You are not obliged to provide the Trust with any optional information requested.

You agree not to:

  1. impersonate another person or use a false name or a name you are unauthorised to use, or create a false identity or origin or e-mail address or try to mislead us or others as to identity or origin of any communications or to provide inaccurate or unreliable contact details;
  2. modify, access or make available data stored on a computer or device which you have accessed through our network, when either: the owner of the data, computer or device has taken steps to prevent you from doing this; or the owner has expressed a wish that you do not do this;
  3. make available or upload files that contain software or other material, data or information not owned by or licensed to you or collect information about others (e.g. names/ addresses) without their prior consent;
  4. damage, interfere with or disrupt access to the Website or do anything which might impair its functionality;
  5. use the Website in any way to send unsolicited (commercial or otherwise) e-mail ("Spam") or any material for marketing or publicity purposes, or any similar abuse of either;
  6. publish, post, distribute, disseminate or otherwise transmit, defamatory offensive, infringing, obscene, indecent or other unlawful or objectionable material or information;
  7. make available, upload or distribute by any means any material or files that contain any viruses, bugs, corrupt data, "trojan horses", "worms", or any other harmful software;
  8. falsify the true ownership of software or other material or information contained in a file made available via the Website;
  9. obtain or attempt to obtain unauthorised access, through whatever means, to the Website.

5. No Unlawful or Prohibited Use

You undertake to the Trust that you will not use the Website for any purpose or in any way that is prohibited by these Terms or is otherwise unlawful.

You agree to indemnify the Trust, its officers, employees, and licensors in respect of any loss that it or they may suffer as a result, directly or indirectly, of any breach by you of this undertaking.

6. Our use of your Personal Details

Please see our Privacy Policy.

7. Feedback

Feedback submitted online is used to improve our service.  We try to respond to all feedback where a valid email address is included.  Information provided as part of the feedback process will be handled in accordance with our Privacy Policy, and work will be carried out in the strictest confidence.

8. Liability Disclaimer

You agree that you use the Website entirely at your own risk.

In preparing this Website, the Trust has endeavoured to offer current, correct and clearly expressed information. However, the Trust cannot guarantee that the information will be accurate, complete or current at all times and accepts no liability for any reliance placed by any person on the information.

The Trust makes no representations or warranties of any kind about the suitability, reliability, timeliness, and accuracy of the information contained on this website for any purpose.  The Trust expressly disclaims all warranties and conditions with regard to this information, including, without limitation, warranties of technical efficiency, satisfactory quality, availability, non-infringement, completeness and fitness for a particular purpose.

This website may contain advertisements.  The Trust is not responsible for and does not endorse the content of such advertisements, and does not accept any responsibility for any errors or inaccuracies in such advertising material.

The Trust shall not be liable for any damages whatever, including but without limitation to, damages for loss of use, data or profits, arising out of the use or performance of this website, the provision of or failure to provide services, or for any information obtained through this website, or otherwise arising out of the use of this website, whether based on contract, tort, or otherwise, without limitation, even if the Trust has been advised of the possibility of damage.

If you are dissatisfied with any portion of this website, or with any of these terms of use, your sole remedy, except as specifically provided in these terms, is to stop using the Website.

Notwithstanding anything in these terms the Trust does not disclaim liability for death or injury caused by its own negligence.

The Trust reserves the right to remove any information or material on the Website without warning, and without prejudice to any other accrued rights, and/or make available such information or material when required to do so by law or when requested to do so by regulatory bodies or law enforcement organisations.

9. Availability

The Trust reserves the right at any time to modify or discontinue, temporarily or permanently, your access to or use of the Website with or without notice.

10. Virus Protection and Compatibility

While certain precautions have been taken to detect computer viruses and ensure security, The Trust cannot guarantee that the Website is virus-free and secure.

The Trust shall not be liable for any loss or damage which occurs as a result of any virus or breach of security. The Trust does not give any warranties as to the compatibility of the Website with your computer systems, software and/or hardware.

11. Links to Third Party Sites

This website may contain links to websites operated by parties other than the Trust ("Third Party Websites").  These links are provided for your convenience.  When you activate one of them, you will leave the Website.  The Trust has no control over, and will accept no responsibility for or liability in respect of, material on any website that is not under its control.

The inclusion of links to Third Party Websites does not imply any endorsement of the material on them or any association with their operators.

You will not arrange for any Third Party Website to be connected to any part of the Website by way of hyperlink or otherwise without the Trust’s written consent.  Such consent, if granted, may include the condition that any such link will be to the Trust homepage.

12. Termination

The Trust may restrict your access to the Website, refuse to correspond with you, and/or remove your details from the relevant database without prejudice to any other accrued rights, without prior notice to you where:

  1. there is a regulatory or statutory change limiting the ability to provide access to the Website;
  2. there is any event beyond the reasonable control of the Trust preventing The Trust from providing access to the Website (for example, and without limitation, technical difficulties, capacity problems and communications failures);
  3. the Trust considers in its sole discretion that you are abusing the Website or are otherwise acting in breach of these Terms.

13. Monitoring

The Trust reserves the right to monitor and track your visits to the Website (see our Cookie Policy).

14. General

Unless otherwise specified, the Website is directed solely at those who access this site from the United Kingdom.  Those who choose to access the Website from locations outside of the UK are responsible for compliance with local laws if and to the extent local laws are applicable.

A failure or delay by the Trust in enforcing compliance with these Terms shall not be a waiver of that or any other provision of these Terms.

None of these Terms shall be enforceable under the Contracts (Rights of Third Parties) Act 1999 by any third party.

If any provisions of these disclaimers and exclusions shall be unlawful, void or for any reason unenforceable then that provision shall be deemed severable and shall not affect the validity and enforceability of the remaining provisions.

These Terms constitute the entire agreement between you and the Trust as to your use of the Website and shall supersede any prior agreement or representation in respect thereof.

The express provisions of these Terms are in place of all warranties, conditions, terms, undertakings and obligations implied by statute, common law, custom, trade usage, course of dealing or otherwise, all of which are excluded to the fullest extent permitted by law.

Any and all notices to be given by either one of us to the other pursuant to or in connection with these Terms shall be deemed sufficiently given when forwarded by e-mail or facsimile transmission in each case addressed to you at the e-mail address or facsimile number you have given us or to us at the e-mail address or facsimile number displayed on the Website.

English law governs these terms and conditions. You submit to the non-exclusive jurisdiction of the English courts.

15. Copyright and Trade Mark Notices:

All contents of this website are: Copyright The Sir Jules Thorn Charitable Trust.

You can download a copy of these terms of use here.
Last updated: October 2017

You can download a copy of these grant conditions here.

General Grant Terms and Conditions

When you submit an application, accept a pledge or accept a grant from The Sir Jules Thorn Charitable Trust (the Trust), it will be on the understanding that you have agreed the following:

Pledges

(Where the Trust has committed to supporting a project, but the funds have not yet been paid):

  1. Pledges are normally valid for a maximum period of 2 years unless stated otherwise in the offer letter. 
  2. The Trust may withdraw its pledge at the end of this period. Reminders are not issued.
  3. Progress updates should be submitted by email at least annually.

    Grant Payments
  4. The grant will be spent for the purpose approved by the Trust.
  5. If you anticipate any substantial changes to the size of the project or its purpose, or wish to change the way that the grant will be spent, you must contact us in advance to seek our agreement.
  6. The Trust may seek repayment of any part of the grant that is not required for the purpose approved.
  7. We reserve the right to withhold a grant or require repayment if:
    1. We find that false information has been supplied to the Trust.
    2. There is any evidence of bribery, corruption or other activity that could damage the reputation of the Trust.
    3. The work undertaken is not the work for which the funding was approved.
    4. Your organisation becomes insolvent or goes into administration, receivership or liquidation and the funding has not been spent on its intended purpose.
  8. We have the right to visit work funded by the Trust.
  9. We have the right to make public the name of your organisation and the broad nature of our offer, but we will not disclose the detail except in confidence to our advisers and as required by law and/or by regulators (e.g. Charity Commission).
  10. As an applicant we will keep your details on our database for the purposes of due diligence, grant management and informing grant making policy.  Information will be held in accordance with our privacy statement.  We do not pass this information to third parties. 

    Multi Year Grants (Medical Research Only)
  11. Medical Research grants may be paid over a number of years.  To ensure that instalments are paid on time progress reports (narrative and financial) must be submitted on time and in accordance with the additional Terms and Conditions provided when the research grant is awarded.  

    Finally
  12. We will sometimes add additional conditions to an individual grants or grant programme to take account of particular circumstances.  These will be included in the grant offer we make to you.

 

You can download a copy of these grant conditions here.
Last updated: October 2017