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Privacy Policy

How we look after your data

ICO Registration Number: ZA222829

1. Who We Are

The Particular Baptist Fund is a UK grant-making charity.

For the purposes of data protection law, we are the Data Controller of the personal information we process. Contact details:

If you have any questions about this notice or your personal data, please contact us using the details above.

2. What Personal Data We Collect

We only collect information that is necessary for our charitable purposes. We may collect and process the following personal data:

a) Grant Applicants, Loan Applicants and Member Churches and Representatives

  • Name, address, email and telephone number
  • Financial information
  • Education or theological training details
  • Church affiliation
  • References
  • Bank details (for payment of grants)
  • Supporting documents you provide

b) Referees

  • Name, contact details
  • Information provided in references

c) Trustees

  • Contact details
  • Declarations of interest
  • Eligibility and compliance documentation

d) Website Users

  • Name and email address (if you contact us)
  • Technical data such as IP address and browser type (via cookies, if applicable)

3. How We Use Your Information

We use personal data to:

  • Assess and administer grant applications
  • Communicate with applicants and referees
  • Make grant payments
  • Maintain financial records
  • Comply with legal and regulatory obligations
  • Respond to enquiries
  • Manage trustee governance

We do not sell personal data.

4. Lawful Bases for Processing

Under UK GDPR, we rely on:

  • Legitimate Interests: to assess and administer grants and operate the charity effectively
  • Legal Obligation: to comply with Charity Commission and HMRC requirements
  • Contract: where processing is necessary for employment or service arrangements
  • Consent: where required, particularly for certain types of sensitive information

Where we process special category data (e.g. health information), we do so only where legally permitted.

5. Data Sharing

We may share personal data with:

  • Trustees (for grant decision-making)
  • Accountants or auditors
  • Banking providers
  • IT service providers
  • Regulatory bodies such as the Charity Commission or HMRC

All third parties are required to handle data securely and in accordance with the law.

6. How Long We Keep Your Data

We retain personal data only as long as necessary:

  • Successful grant/loan applications: typically 7 years after final payment
  • Unsuccessful applications: up to 6 months
  • Member churches and representatives: for as long as they are members
  • Financial records: minimum 6 years
  • Trustee records: duration of service plus 6 years

Data is securely deleted or destroyed when no longer required.

7. Data Security

We take appropriate technical and organisational measures to protect personal data, including:

  • Password-protected devices
  • Secure cloud storage
  • Restricted access to data
  • Secure disposal of paper records

8. Your Rights

Under UK data protection law, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request erasure (where appropriate)
  • Restrict processing
  • Object to processing
  • Request data portability (where applicable)

To exercise your rights, please contact us in writing. We aim to respond within one month.

9. Complaints

If you are unhappy with how we handle your personal data, please contact us first so we can try to resolve the matter.

You also have the right to complain to the:

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113

10. Changes to This Privacy Notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website.