Evolution Education Trust (EET) is registered as a data controller with the Information Commissioner’s Office (ICO). EET is a registered charity in England in Wales (registration number 1137520) with its main place of business at Honey Hill House, 20 Honey Hill, Cambridge, CB3 0BG.
EET is committed to being transparent about how we collect and use personal data and to protecting your personal information.
1. Your Personal Data – what is it?
Personal data is any information that relates to a living individual who can be identified from that data.
2. The data we collect about you
We only collect Personal Data relevant to your relationship with EET.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us on the details above.
(b) We have a contractual obligation.
The types of data we collect, use, store and transfer are:
- Identity Data such as title, first and last name, and photo
- Contact Data includes billing address, business address, email address, social media handles and telephone numbers
- Financial Data includes bank account
- Transaction Data includes details about payments to you
- Technical Data includes internet protocol (IP) address, browser type and versions, operating system and platform and other technology on the devices you use to access this website
- Profile Data includes your interests with regards to EET activity, preferences, feedback, and survey responses
- Usage Data includes information about how you use our website and engage with EET events or other activities
- Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences
We also collect, store, use, and share aggregated data such as statistical or demographic data which does not identify you.
3. How do we collect and use Personal Data?
EET collects and processes personal information for a number of purposes detailed below.
We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your Personal Data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
3.1. Grant applications
If you apply for funding from the EET, you may have to include personal information within an application submitted to us. We will keep a record of your application, including assessment notes, for the purposes of assessing your application, managing or monitoring any grant awarded, related administration or research purposes. In addition to application data, we will retain any personal data related to the administration of the grant, including name, email address and phone number.
If you are successful in your application for funding from EET, the information you provide during the application process and as part of your progress and final reports will be retained for the contractual duration of the grant plus 10 years following the end of the grant. Data may also be used to compile published lists of grant recipients, which may be available on the internet, and EET annual reports. After 10 years, we will remove personal data and retain basic details about each grant for archive purposes. All signed Gift Agreements will be kept for archive purposes.
If your application is unsuccessful, the information you provide during the application process will be retained for 10 years after completion of the application process. After 10 years, we will remove personal data and retain basic details about your application for archive purposes.
We may use 3rd parties in the grant application and management process such as assessors, advisors, consultants, or judges, including for evaluation and research activities. Before data is shared with any such 3rd party, we ensure a data processing agreement is in place which meets the standards of GDPR.
We may use FormAssembly to collect and store information relating to funding applications. When we do, we will inform you of using this third-party service.
We use Salesforce to store grant data. Our Salesforce instance complies with GDPR. More information on Salesforce Privacy Information is available here.
In addition, EET contracts Hyphen8 to provide database support. Hyphen8 have access to our database for the purposes of support and maintenance only. Their contract includes a data processing agreement which meets the standards of GDPR.
We collect information about you when you sign up to our newsletter, including first and last name and email address.
We use Mailchimp to store our mailing list. MailChimp are fully GDPR compliant.
All marketing communications will contain an unsubscribe option, however you may change any of your consent preferences at any time by contacting us at [email protected].
Your data will be kept until you unsubscribe.
We collect information about you when you register to attend an EET event, including virtual and in-person events.
For each event, we will ask for your explicit consent to share your details with other attendees for the purposes of networking.
Event registrant data will be kept 12 months after the event for our reference in the case that you choose to make an application for funding to the EET within that period.
3.4. Visitors to our website
3.4.1. Data analytics
We use Google Analytics to collect standard internet usage information and details of visitor behaviour patterns.
We use data analytics to:
- improve our website
- keep our website updated and relevant
- monitor user experience, understand engagement with our marketing communications and events
- deliver a personalised approach to our website functionality and content, to provide you with information that is relevant to you, and to improve your experience of interacting with the EET website
As soon as this information is collected through Google Analytics, users’ IP addresses are made anonymous, and we will not make any attempt to find out the identities of those visiting our website.
Cookies are small text files that are placed on your computer’s hard drive by websites that you visit. They save and retrieve pieces of information about your visit to the website – for example, how you entered the site, how you navigated through the site and what information and documentation were of interest to you. Some of our cookies are used to simply collect information about how visitors use our website and these types of cookies collect the information in an anonymous form.
3.4.3. Third-party links
3.5. Business contacts
We may collect personal data, such as name, email and phone number, from business contacts. This enables us to undertake the legitimate activities of the EET, including informing people about our work, identifying new potential applicants, researching new trends and areas of interest for the Trust, liaising with other funders and new prospective collaborators to improve funding to the sectors we fund.
3.6. Enquiries from members of the public
If you contact EET with a general enquiry, we will store your details only for as long as necessary to enable us to respond to your enquiry and for up to 6 months thereafter. If your enquiry is in regards to an application for funding, we will hold your details for up to 24 months so that we can better assist you with any related matters during the period.
3.7. Suppliers and others to whom we make payments
If we have an obligation to pay you for delivery of services, we will collect personal data from you to enable us to complete this contractual transaction. We will store this data in Xero and use online banking to make payments.
Personal data of suppliers will be kept for the length of their service with EET and will be destroyed if their services are not required anymore or a new supplier is chosen to replace them.
3.8. Job applicants, current and former staff
Employee data will be held for the duration of the employment and shall be held for 3 years after the employment ends.
Data associated with employee wages, leave and pension shall be held for the period of employment plus 3 years.
Recruitment data, including interview notes of unsuccessful candidates, will be held for 1 year after the closing of the position.
We may use recruitment agencies to assist us with filling posts. Details of the Privacy Policies of the agencies will be available on their websites.
EET contracts payroll management to Sopher + Co. Further information is available here.
EET uses People’s Pension to provide a workplace pension scheme. Further information is available here.
3.9. Photographs and videos
We may use videos, which may be commissioned by us or submitted by recipients of our funding, to illustrate our work and the projects we support. We will make every effort to ensure suitable permissions and compliance with GDPR are satisfied before use of video on our website and social media channels.
We may photograph events hosted by the EET. We will inform attendees that this is the case and provide the opportunity to opt out.
We may collect personal details about our grantees in order to produce publications about the work and impact of the EET. We will obtain the relevant consent of the individuals included in these publications.
3.11. Audit and regulatory requirements
We may share data about the operation of the EET with the Trust’s auditors, Sopher + Co, the HMRC, the Charity Commission, the Information Commissioner’s Office and other regulatory bodies should this be necessary to complete statutory audit and regulatory requirements.
4. Data Security
We have procedures in place to prevent your personal data from being used or accessed in an unauthorised way or disclosed to a third party without prior permission.
5. Your data protection rights
Under the General Data Protection Regulation (GDPR), you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us on the details above if you wish to make a request.
6. Complaints and queries
EET aims to meet the highest standards when collecting and using personal information.
We would welcome any suggestions for improving our procedures.
If you would like to discuss our use of your personal information, you can contact us, or raise a concern, at:
Name: Evolution Education Trust
Address: Honey Hill House, 20 Honey Hill, Cambridge, CB3 0BG
E-mail: [email protected]
If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner who can be contacted at Make a complaint | ICO. We would appreciate the opportunity to discuss your complaint with you first.