GRANTHOLDER PRIVACY NOTICE
This Notice explains how PRS Foundation (The Performing Right Society Foundation, UK registered charity number 1080837) as controller, uses personal information in the course of administering grants, including receiving and considering applications for grants.
- Changes to this Notice
This Notice may change from time to time. We will notify you of significant changes by contacting you directly.
This Notice was last updated May 2018.
- What personal information will PRS Foundation collect and process about me?
This personal information PRS Foundation collects in the course of assessing and administering its grants is primarily obtained directly from the grant applicant during the application process (and therefore indirectly from the individual). Mainly, this will be information about an individual who is a point of contact for the grant/ prospective grant.
We collect, store and use the following kinds of personal information:
- Identity data such as your name, username, social media identity and account details (and other profile data such as your password, preferences, feedback and survey responses).
- Contact data such as your address, email and telephone numbers.
- Financial data such as bank account and payment details.
- Transaction data, including details of payment and donations.
- Diversity data which is used for internal monitoring purposes only (and does not affect the outcome of funding decisions).
- Technical data such as your IP address when you visit our websites.
- Any other information you provide us in the course of the grant application or throughout the grant period or thereafter.
- How and why will PRS Foundation use my personal information?
PRS Foundation will use your personal information for a number of purposes including:
- To administer an account on our grants application portal.
- To process and assess grant applications, including contacting you to discuss the application and any queries.
- To administer grants and for purposes in the course of the grant relationship, including ongoing contact regarding the relationship, payment, monitoring and evaluation and reporting back (including audits).
- Promoting grant funded work.
- To occasionally carry out market research.
- To send you details of PRS Foundation opportunities, relevant events and news that we think will be of interest to you. It’s up to you to decide whether you want to receive this information, which is covered by our separate, general Privacy Notice.
- To satisfy legal and regulatory obligations.
- For the prevention of fraud.
- For the establishment, defense and/ or enforcement of legal claims.
- Collaborative working and networking
PRS Foundation is a network-building organisation, and regularly hosts meetings between grant recipients for the purpose of information sharing. From time to time we may share the named grant recipient contact details with other grant recipients and partner organisations to the benefit of the grantees and when we deem this to be in their legitimate interests.
- Will PRS Foundation share my personal information with anyone else?
Generally, we will only use your personal information within PRS Foundation and share with third party to extent required to achieve the purposes set out in the Notice. We require third parties to respect and safeguard your personal information.
Third parties with whom we share the data so that they may process it on our behalf, and act only in accordance with our instructions may include:
- Relevant existing and future funding and programme partners.
- Suppliers and sub-contractors for the performance of any contract we have with them – for example mentors and for IT services such as website hosting.
- Advisors and expert panelists who help the grant selection process.
- Insurers and professional service providers such as accountants and lawyers.
- Financial companies that collect or process donations on our behalf, and external fundraising platforms.
- Our main donor, PRS for Music, who we share key stats with relating to demand, grantee numbers and overall diversity of grantees. We also share grantee names and membership data with PRS for Music’s Membership and Education & Outreach teams who may reach out to grantees to offer additional support in their role as a not-for-profit membership collection society.
We also reserve the right to disclose your information to third parties for their own purposes in some cases. For example:
- If we sell or buy all or part of a business, in which case we may disclose it to potential seller or buyer.
- If we are under legal or regulatory duty to do so.
- To protect the rights, property and/ or safety of the charity, its personnel, supporters, users and others (including you).
- Regulatory authorities, such as HMRC.
- International data transfers
Generally, the personal information we collect is sorted at a destination within the UK or EU.
- How long will PRS Foundation keep my personal information?
PRS Foundation will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting or reporting requirements. This length of time may vary depending on these purposes. For example
- If the data is necessary for the performance of a contract, we will retain it while performance under that contract remains active, and for a period thereafter in which that data may still be relevant to dispute resolution, enforcement of rights under the contract, accountancy purposes or where additional connected contracts are likely to arise.
- In certain cases we may be legally obliged to hold data for a certain period of time, or to delete the data at a certain time, including in accordance with the exercise of your rights as data subject as explained in this Notice.
If you would like further information, please contact us (see details below).
In some circumstances we may anonymise your personal data (so it can no longer be associated with you) for research or statistical purposes in which
case we may use this information indefinitely without further notice to you.
- Our legal basis for collecting and using personal information.
The legal bases for the processing of personal information set out in this Notice are:
- Where there is a contract and the use is necessary for the performance of the contract or take steps at your request prior to entering into it. For example, a contract with a research company to evaluate one of the Foundation’s funding programmes.
- Where there is a legal or regulatory obligation for example, to share your personal information with HMRC to process Gift Aid.
- Where it is necessary for PRS Foundation or others’ “legitimate interest” and this is not over-ridden by your interests and fundamental rights. PRS Foundation’s legitimate interest will primarily be the legitimate pursuit of its grant-making activities as a charitable entity, and associated work.
- Your privacy rights
You have the following rights:
- To ask for the personal information we hold and for a copy of it.
- To withdraw consent.
- To object to processing (use) – you have the right to object where we are (i) relying on the legal basis of your legitimate interests (ii) using your personal information to send direct marketing or (iii)using it for statistical purposes.
- To erasure – in some cases, you can ask us to delete your personal information from our records (or anonymise it).
- To restrict processing – instead of deletion, you may ask us to restrict our use of personal information if there is a disagreement about its accuracy or legitimate usage.
- To rectification – if you believe our records concerning you are inaccurate, you can ask us to update them. You can ask us to check the personal information we hold about you if you are unsure.
- To ‘data portability’ – this means that, where we are processing your personal information using automated means on the basis of consent, or to perform a contract, you can ask us to transfer it to you or another service provider in a usable format.
Note that we may ask you for proof of ID or further information.
These rights only apply in limited circumstances.
Contact us (including complaints)
To exercise your rights, or if you have any questions or concerns about this Notice please let us know by contacting us in one of the following ways:
If you have any questions or concerns about this Privacy Notice or use of your personal information please let us know by contacting us in one of the following ways:
Senior Manager, Operations
2 Pancras Square
T: 020 3741 4233
You are entitled to make a complaint at anytime to the Information Commissioner’s Office, the UK regulator for data privacy – https://ico.org.uk/global/contact-us/
We are always grateful for the opportunity to resolve your concerns before you feel the need to speak to the ICO – http://prsfoundation.com/about-us/contact-us/