Wembley National Stadium Trust
Data Privacy Notice
1. Aims of the organisation
Wembley National Stadium Trust (WNST) exists to receive funding from Wembley National Stadium Ltd, as per the legal agreement between the two organisations, and to distribute this in grants to charities, clubs and other not-for-profit groups to deliver community sports activities; in particular:
- young people and those in full-time education; and
- assisting those who by dint of age, disability, poverty or other factor are in need of support to access community sports activities.
All funding is directed towards properly constituted organisations and never to an individual or group of individuals.
2. Data collection
WNST principally collects data from organisations in connection with the application for and award of charitable grants. We do not customarily collect data from organisations for any other unrelated purpose.
As part of an application for funding, an organisation voluntarily provides WNST with contact information relating to their organisation. Some of this data might be classified as “personal data” in that it would enable an individual to be identified. For example, we understand that for some smaller voluntary organisations, the data provided may be a home address and / or phone number and/or email address. We ask part of the application process for the applicant to declare whether the data is “personal”. It is our express intention that at all times we are committed to keeping your data safe and private
3. What data is collected ?
As part of a funding application, WNST would customarily seek the following data:
- Organisation name
- Year established
- Correspondence address
- Contact name
- Position within organisation
- Contact telephone number
- Contact address
- Organisation web site
We do not ask for or collect any data falling within any of the “special categories of data” which would identify any specific personal characteristics of any individual (eg age, ethnic minority background, residency status).
4. Processing the data
The data provided by an organisation is captured through a secure on-line portal, which is linked to and data stored electronically in a secure, encrypted and password protected database (a GIFTS database, a product of MicroEdge LLC, whose agent in the UK is Buzzacott LLP). Paper records and documents are held in locked cabinets. From time-to-time, an organisation may provide us with information to update the records we hold. We will always endeavour to retain the most up-to-date available information.
5. Sharing of data
We do not routinely share data with any third party and have no plans ever to do so. We may from time to time seek to connect organisations working on like-minded groups but would normally be doing this as part of a wider conversation with you. There may also be one-off instances where data may be shared with, for example, the FA, to expedite the distribution of complimentary match tickets. You will always be made aware of any such potential data sharing and given the option to opt-out and we will ensure that any such third party has in place robust data management policies of its own.
6. Use of information
Our use of data provided by an organisation would only ever be in connection with a grant application / award or matters directly connected with the relationship resulting from that process. This may be, for example,
- to clarify matters relating to an application,
- notifying the result of an application,
- requesting and receiving monitoring information, or
- sending invitations to events resulting from an organisation being a WNST grant holder,
- seeking your views or opinions as part of our own internal research work.
As part of their consideration of applications received, trustees are never provided with any personal data that might identify an individual. Lists of grants awarded are made public on our web site (www.wnst.org), in our annual review or shared with others. Such lists would, however, never contain any information from which an individual might be identified. We may also from time-to-time aggregate and publish data on our grant-making. Such data would be fully anonymised, with no personal identifying information made public.
7. Commercial activities
We do not undertake any fundraising or commercial activities and will never use the data provided by you in any respect of this kind. We do not connect with any marketing or sales companies.
8. How long will the data be stored ?
As a charitable funder, WNST has a legal requirement to retain records relating to any financial transaction, such as a grant agreement, for six years beyond the end of the end of the grant period. Beyond that point for grant recipients, it is our intention to retain data for the foreseeable future, in order that we might be able to offer benefits to organisations we have been connected with.
For organisations that have provided us with data but where no grant agreement has ever ensued, it is our intention to retain data for at least six years, in order that we might have access to comparative and numerical data to support both our general grant-making and any potential future applications from such organisations.
9. What rights does the data subject have ?
We respect your right to control your data. Your rights include:
a) The right to be informed
This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.
b) The right of access
If you wish to obtain a record of the personal data we hold about you.
c) The right to rectification
If we have captured information about you that is inaccurate / incomplete, we will update it.
d) The right to erase
You can ask us to remove your personal details from our records, subject to any legal requirements we may have to retain the information.
e) The right to restrict processing
You can ask us to stop using your personal data.
f) The right to data portability
You can ask to obtain your personal data from us for your own purposes.
10. How can a data subject exercise his or her rights?
A data subject may, at any reasonable time, request details of the data held by the Trust on themselves through a Subject Access Request. The data held would ordinarily be no more than the data that the subject themselves have provided to the Trust. Any such request should be made in writing and addressed to firstname.lastname@example.org . We will reply within one month of any such request made. No charge will be levied for any reasonable subject access request. However, the Trust reserves the right to refuse or to charge for any request that is manifestly vexatious or excessive.
A data subject may also request that their data be removed from the Trust’s records, subject to the legal limitations stated at para 5 above. However, doing so may prevent the organisation from benefitting from support and services that WNST might offer in the future and WNST cannot be held responsible for any such loss of opportunity, whether financial or otherwise. The request should be sent to email@example.com
11. How can the data subject raise a complaint ?
A data subject can make a complaint to WNST about the potential misuse of personal data held by the Trust. A complaint should be sent in writing to the Trust’s chair of trustees at firstname.lastname@example.org who will acknowledge receipt of any complaint within ten working days and will endeavour to provide a substantive response within one month of receipt (or to provide an interim response within the same timescale if investigations are not completed).
12. WNST web site
The WNST web site (www.wnst.org) uses ‘cookies’ to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.
Our cookies help us:
- ensure that the website works as it should
- remember a user’s settings during and between visits
- improve the speed and security of our site
- allow you to share pages with social networks like Facebook
- improve the functionality of our website
Please note that WNST is not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from the WNST website to another you may be supplying information to a third party.
13. WNST as an employer
Where WNST, now or in the future, directly employs members of staff, there will be a need, for the good administration of the charity, to collect and retain a certain level of personal and sensitive data regarding individual employees. Only the minimum level of personal and sensitive data necessary for legitimate purposes will be held (as defined by the Information Commissioner’s Office). Data will be stored on WNST’s account within the secure online BrightHR system. Individuals will have full rights to their data, as stipulated by the Information Commissioner’s Office (summarised at paragraph 9 above).
14. The Information Commissioner
The Wembley National Stadium Trust is registered with the Information Commissioner (reference Z3195513) who is the ultimate arbiter in the case of any irreconcilable dispute on the misuse of personal data. The Commissioner can be contacted at:
Information Commissioner’s Office
Cheshire SK9 5AF
Any matters in relation to this privacy statement should be addressed to the WNST Chief Executive Officer, as below.
Wembley National Stadium Trust
PO Box 270
London EC2P 2EJ