Stakeholder Relationship Management System - Privacy Notice

About this Privacy Notice

The National Lottery Community Fund (us/our/we) is committed to safeguarding your personal information in accordance with data protection law.

This Privacy Notice explains how, and on what legal basis, we collect, create, receive, store, and use your personal information that we process on our Stakeholder Relationship Management System (SRMS).

Who we are

We are established as a non-departmental public body by an Act of Parliament, the National Lottery Act 2006. We are a distributor of National Lottery good causes, dormant assets funding and other third-party grant funding to support people and communities to thrive and prosper.

The government department which sponsors us is the Department for Culture, Media & Sport (DCMS). DCMS and the governments of the devolved nations of the UK (Scotland, Wales and Northern Ireland) provide us with Policy Directions relating to our grant-making in each nation. These Policy Directions set out the matters which we need to take into account when carrying out our statutory functions.

The Policy Directions issued by DCMS and the Devolved Administrations within the UK include, amongst other things, a requirement to actively engage with organisations in the public, private, voluntary, community, social enterprise sectors and other civil society partners when we set our priorities and develop our funding programmes.

Purpose of processing your personal information on SRMS

The purpose of our SRMS is to enable us to:

• keep an accurate record of, manage and prioritise our engagement and relationships with stakeholder organisations and their senior representatives
• maximise the effectiveness, efficiency and impact of our engagement with stakeholders for the benefit of the communities we support

• keep stakeholder information held securely.

A ‘stakeholder organisation’ is an organisation with a particular knowledge, experience, expertise, specialisms, reach or policy or funding interests related to our functions and duties or that otherwise have mutual interests that are aligned to our strategy. A stakeholder organisation may or may not also be a funding applicant or Grantholder. Our general privacy notice applies to funding applicants and Grantholders.

What personal information we record

We will only collect, create, receive, use and store your personal information on our SRMS to the extent that it relates to you in your capacity as a representative of a stakeholder organisation to The National Lottery Community Fund.

Where an individual is not acting as a representative of a stakeholder organisation, but only in a personal capacity, and we wish to add their personal information to our SRMS, we will contact that person in writing requesting their consent to opt in to being added to the SRMS.

The personal information that we will collect, create, receive, use and store on our SRMS will be limited to what is necessary for us to exercise our official authority to carry out our engagement tasks and duties (see Our lawful basis for processing, below) and will be limited to the following:

• Title, forename and last name
• Work Organisation name and address (for politicians, this will include political party and constituency)
• Job title and role
• Professional biographical information, including organisation names and job titles and roles at previous organisations, to the extent your previous professional roles are relevant to our work.
• Your contact email address at the stakeholder organisation
• Your contact telephone number at the stakeholder organisation
• Details of your attendance at our events or forums
• Details of your contact history with us, including at meetings with us, project visits with you at your organisation or projects your organisation supports, attendance at our events and fora and your correspondence with us, whether by phone or in writing
• Details of policy areas of interest in so far as they relate to you in your capacity as a representative of a stakeholder organisation to us.

Unless strictly necessary and relevant only to make reasonable adjustments for you at your request, we will not collect, create, use or store any special category data (personal data that data protection legislation states needs more protection because it is sensitive) or other sensitive personal data about you.

Our lawful basis for processing your personal information

Our lawful basis for processing your personal information is that it is necessary for the exercise of official authority vested in The National Lottery Community Fund to carry out our engagement tasks and duties as set out in our Policy Directions.

Source of personal information

We may collect, create, receive, use and store your personal information on our SRMS:

• When you subscribe to a mailing list, newsletter, register for or attend an event, or request a publication from us;
• When we acquire your personal information through publicly available sources, such as from the internet and from meetings, events and other engagements where you make your professional contact information publicly available
• When you contact a member of our staff by phone, email or otherwise in writing, providing business contact details for you or another senior business contact of a stakeholder organisation who is copied in on the contact correspondence

What we do with your personal information

We collect, create, receive, use and store this personal information to:

• Contact you to invite you to attend any of our meetings, events and other fora in your capacity as representative of a stakeholder organisation
• Inform you, whether by sharing with you, or making you aware, of information, publications, consultations and other communications of relevance to the policy areas, work or activities of mutual interest between us and you, as representative of a stakeholder organisation
• Log interaction between us and you, as representative of a stakeholder organisation that is relevant to our mutual organizational areas of interest, policy or activities
• Provide stakeholder engagement contact history and updates to our senior and funding staff who may meet or correspond with you in your capacity as representative of a stakeholder organisation and to manage effective stakeholder engagement

Data Controller

The National Lottery Community Fund is the Data Controller of the personal information we process on our SRMS.

There are many ways you can contact us, including by phone, email and post:

The National Lottery Community Fund

Apex House

Embassy Drive

Birmingham

B15 1TR

The Fund’s Data Protection Officer can be contacted at the above address and by email at Data.Protection@tnlcommunityfund.org.uk

Our contact phone numbers

Sharing your information

We will not share your personal information held of our SRMS with any third parties (other than our data processors – see below) unless required to do so by law.

Data processors

We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Where SRMS personal information is held

SRMS personal information will be held in the United Kingdom. If it is necessary for us to transfer your personal information outside of the UK this will only be done in accordance with the UK GDPR.

How long we keep personal information on SRMS

Personal information held on our SRMS will be held in line with our Data Retention policy which will mean that it will be held for a period of no more than seven (7) years after no contact or interaction with you. After the end of the 7-year period, your personal information held on SRMS will be deleted.

Your Rights

You are entitled to know what personal information we are processing about you. If you want to obtain this, or if you want to exercise any of your other rights about the processing of your personal information, you can contact our Data Protection Officer – contact details above in Data Controller section.

You have the right to:

• have your personal data corrected if it is inaccurate or incomplete.
• object to the processing of your personal information (which includes storage) in the exercise of our official authority. This right may be limited if we can show compelling legitimate grounds to continue processing your personal information.

You can also ask for the processing of your personal information to be restricted if:

• it is inaccurate.
• it is unlawful but you do not want it to be deleted.

• it is due to be deleted but you require it kept because of a legal claim.
• you have objected to the processing of the personal information and you are waiting for a decision about the objection.

For more information about your rights you can contact the Information Commissioner’s Office, which is the supervisory authority for the United Kingdom.

Contact details are:

• www.ico.org.uk
• Email: casework@ico.org.uk
• Tel: 0303 123 1113
• Write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF