Privacy notice for our grant applicants and other external parties
Your privacy dashboard
As part of the support and services we offer, we are required to process personal data about our staff, trustees, beneficiaries and, in some instances, the friends or relatives of our beneficiaries. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data. We are committed to being open and honest about why we need your personal data and what we do with it. Here is a short summary of how we process and protect your data and respect your privacy
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Types of data we collect
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When and how we collect it We collect data from people enquiring about our services, using our services, browsing our website, chatting to us online, on social media or on the phone. Sometimes you provide us with data, sometimes data about you is collected automatically or provided to us by another organisation. |
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How we use it To provide services, support or information:
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Third Parties who process your data The following are some of the services that help us keep our organisation and support services running by storing or processing your data:
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Know your rights Your rights include:
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We use cookies Why? We use necessary cookies to run and improve the service to you on our website. You can turn off cookies, but this will mean, for example, that we can’t recognise you online or resolve issues as efficiently |
External Privacy Notice
We are Baily Thomas Provident Fund acting by its trustee, Mowbray Trustees Limited.
We are a Data Controller in respect of information you provide to us (i.e. the organisation making decisions about how and why your personal information is used). Mowbray Trustees Limited is registered with the Information Commissioner’s Office under registration ZA079263.
We are also a Joint Controller along with our trustee representatives at Baily Thomas Provident Trustee Limited for the purpose of processing grant applications and deciding about whether to grant the requested support or assistance.
We are committed to protecting your personal information and being transparent about what information we hold. This privacy notice is for our beneficiaries (former employees of Mansfield Brewery PLC and its subsidiary companies, spouses/partners of former employees and dependents of former employees).
The purpose of this policy is to give you a clear explanation about how we collect and use the personal information you provide to us, whether online, via phone, email, in letters or in any other correspondence, or where we receive data from third parties. We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information.
Processing your information in accordance with the law means:
- Being fair and transparent with you.
- Clearly identifying our purpose for processing your information and checking any additional purpose is compatible with data protection legislation. We document these purposes and periodically review these purposes.
- Making sure that the information we process is adequate, relevant and limited to what is necessary for the purpose of processing your information.
- We take all reasonable steps to make sure the information we hold, and process is accurate and where information is incorrect take remedial action to correct this.
- We do not keep information for longer than is required, we identify personal information we no longer need and erase or anonymise information where appropriate.
- Ensuring that we have appropriate technical security measures in place to maintain the integrity and confidentiality of your information.
- How we get the personal information and why we have it
We collect and process your data for different reasons in different circumstances, but we’ll only collect and process your data where we have a legal basis for doing so. Our purposes and legal basis for using each type of data are set out below.
Personal data may be provided to us by you directly, or it may be provided to us from other sources, and we have shared below a variety of examples of when and why we process personal information. This list is not exhaustive, and due to the nature of our services there may be times when new categories of personal information may be shared with us for new and evolving reasons, and as a result, we keep this policy under constant review.
- To assess potential beneficiaries' eligibility for grants
- To provide qualifying beneficiaries with access to our grants and benefits
- To manage and audit our services
- To investigate queries, incidents, complaints or legal claims
- To protect our beneficiaries
- Helping train staff and support research
- Supporting and administering the funding of your grants and support
- To help us identify and manage improvements to our services
- To comply with our legal obligations as a Trust
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For internal administrative and management purposes, such as record keeping of enquiries, feedback or complaints
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for our processing of this information are:
- Your consent. Where consent has been given, you are able to withdraw your consent at any time. You can do this by contacting us.
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We have a contractual obligation. For example, where the processing is necessary for the performance of a contract to which you are a party, or to take steps prior to entering into a contract with you. For example, we may send you service communications relating to your grant, so that you receive a full and functional service and so that we perform our obligations to you. These may be sent by email or post or, if the circumstances require it, we will communicate with you by phone. We may contact you when we:
- Provide you with information about you, or your dependents, entitlement to request support or assistance from us
- Process your or your dependents application and/or make a decision about whether to provide the requested support or assistance to you or your dependent
- We have a legal obligation. For example, where processing is necessary in order for us to meet our requirements under legislation, this may include, disclosing basic personal information to HMRC for inclusion on the Trust Register, or to provide information to law enforcement organisations or the Courts, or where we are legally required to hold beneficiary information for audit purposes.
- We have a legitimate interest. For example, where it is necessary for the purposes of our legitimate interests, except where our interests are overridden by the interests, rights or freedoms of affected individuals (such as you). For example, to ensure that content from our site is presented in the most effective manner for you and for your computer; provide you with general information and updates about the Baily Thomas Provident Fund; notify you about changes to the Baily Thomas Provident Fund, the services we provide or to the support or assistance that we offer; provide you with information about the activities of the Baily Thomas Provident Fund and invitations to events held by the Baily Thomas Provident Fund, including informing you about beneficiary open meetings; reminding you about the existence of the Trust; sending you a newsletter by post.
If you do not want us to use your data in this way, please contact us at enquiries@bailythomasprovidentfund.org.uk.
When we process your personal information in this way, we also consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your information for activities where our interests are overridden by the impact on you, for example where collection and use of your information would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law). Examples of processing based on legitimate interest grounds are:
- To measure and understand how our services are used. For example, generating analytics on the demographics of our beneficiaries to ensure our grant programmes meet the needs of our beneficiaries.
To determine this, we shall consider several factors, such as what you were told at the time you provided your data, what your expectations are about the processing of your personal data, the nature of the personal data, and the impact of the processing on you.
For sensitive personal data, also known as special category data, the lawful bases we rely on for this processing includes:
- Explicit consent
Or on rarer occasions:
- Where we need to protect your vital interests (or someone else's interests)
- Where it is needed in the public interest or for official purposes
The type of personal information we collect
To be able to provide you with services and support from the Baily Thomas Provident Fund we must process your personal data. The type of personal data we collect depends on the way you interact and use the Baily Thomas Provident Fund services. For example, accessing services as a former employee may be a different experience than interacting with us as a dependent of a former employee.
We may collect and process the following personal data from you:
- Information you give us. You may give us information about you by filling in forms on our cloud-based grant management system or via hard copy, or by corresponding with us by phone, email, post, in person or otherwise. This includes information you provide when you submit an application to us for support or assistance, make enquiries about your application or about the Baily Thomas Provident Fund, make complaints, and when you report a problem with our site. The information you give us may include your name, address, email address and phone number, financial information, medical information, personal description, photographic identification, national insurance number, marriage certificate, or birth certificate. You may also provide us with information relating to specific legal arrangements such as your Legal Representative or Lasting Power of Attorney.
- Information given about others. Where an application for assistance is made on behalf of a beneficiary, you will be giving us information about another person. We ask that you make sure the other person is made aware and is referred directly to this policy.
- Employee and dependent database. We hold a database of personal information about former employees of Mansfield Brewery Plc and of those beneficiaries who have made applications for assistance, including those individuals’ names, addresses, email addresses, phone numbers, national insurance numbers, periods of employment, job titles, details of previous applications made, and of grants or assistance given.
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Information we collect from your use of our site. Each time you visit our site, we may automatically collect the following information:
- Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, device details
- Information about your visit, including the full Uniform Resource Locators (URL), clickstream to our site (including date and time), page response times, and forms you have submitted (including contents of the entered fields, and date and time).
- Your financial details e.g. details of how we pay you, or information about your financial status, or other sources of funding that you receive that may be relevant to your grant application.
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Information we receive from other sources.
- To maximise our grant funding activity, we receive information about former employees of Mansfield Brewery PLC and its subsidiary companies in order to locate you and ensure you are aware of the benefits that you and your family are entitled to.
- Where you have made an application for assistance with hardship and you have met with a debt support organisation, we may collect information about you from that debt support organisation.
- Where you have made proactive contact with the Bailey Thomas Liaison Group to seek guidance or advice, they may share your information with us to service your enquiry.
- Where you are receiving a service through one of our third-party service providers, they may share information with us to allow us to service an enquiry
Special Categories of Personal Data
Some categories of personal information are regarded by the law as more sensitive than others. This is known as 'special category' or 'sensitive personal data' and covers things like information about your health, ethnic origin, religious beliefs, political opinions or any genetic or biometric data that is used to identify you.
For certain grants we offer, we must process personal data relating to your health for the purpose of dealing with your application and, where relevant, provide you with the relevant grant or assistance. We may share this with a GP, or dentist where necessary to carry out a secondary assessment. We require your explicit consent to do this, and this is obtained when you complete the application form or otherwise provide us with your health data. You have the right to withdraw this consent at any time. If you do not wish to provide consent, or if you wish to withdraw your consent, then we will not be able to process or accept your application for such grants.
You can withdraw your consent by emailing enquiries@bailythomasprovidentfund.org.uk
We may also process this type of information for monitoring equal opportunities, managing health and safety obligations, and managing our safeguarding obligations, among other reasons. The information you choose to share with us may consist of special category personal data comprising details of any disability or other health information you wish to share with us.
We will always make it clear when we collect this information from you what sensitive personal data we are collecting and why.
Information sharing
Where necessary and in accordance with data protection legislation we share information internally within the Baily Thomas Provident Fund and with third parties as required and where we have a legal basis to do so.
We share information where there is a legal, regulatory or professional obligation to disclose your personal information, in order to apply the relevant rules and/or to protect the rights or safety of our beneficiaries past and present, and members of our team.
We may also be required to share information with Statutory and Regulatory authorities, law enforcement agencies and courts, or in the event of a transfer of all or a part of our organisation.
Sometimes we might share your data with third parties. This could include:
- Third-party service providers who perform a variety of business operations on our behalf. For example, our benefits delivery partners who deliver the applicable services to you, organisations who help locate potential beneficiaries, our cloud-based grant management system service provider, or legal counsel for the provision of legal advice and guidance.
- Our trustee representatives at Baily Thomas Provident Trustee Limited for the purpose of processing your application and deciding about whether to grant you the requested support or assistance;
- Debt support organisations where you have made an application for assistance with hardship.
- Training and educational institutions where you have made an application for assistance with training and/or educational costs.
- Third-party organisations applicable to the grant e.g. sports clubs, retail companies who provide the equipment being requested and funeral directors.
- Regulatory authorities, law enforcement agencies and courts.
- In the event of a transfer of all or a part of our organisation, the new Trustees and their professional advisers.
- If we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation, or to protect the rights, property, or safety of our company, our beneficiaries, employees, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
Third party (Sub-Processor) organisations
For our general day-to-day data processing activities, we use third party organisations or systems to help us administer, deliver and monitor the services we provide:
- For the provision of IT and software services (e.g. Microsoft who provide our office software) to enable the management of the Baily Thomas Provident Fund and office administration
- For financial transactions and accounting
- To help us improve our organisation
- For the administration of our website and online platforms
- For any legal and regulatory guidance regarding the provision of our services
Access to your personal information is only allowed when required by the law or is required as part of fulfilling our service obligations. We do not, and will never, sell your personal information to other third parties.
International transfers
Where we have partners and service providers based outside of the UK (e.g. Microsoft for our IT Services), your personal data may be accessed or otherwise processed in other countries. We have implemented measures and safeguards to ensure that any transfer of data is compliant with the UK data protection laws. For example, we ensure that Standard Contractual Clauses or International Data Transfer Agreements that are approved by the Information Commissioners Office (ICO), the UK Government and/or European Commission are in place. We carry out a detailed assessment to ensure the companies receiving your data can comply with these clauses. Please contact us if you wish to know more.
There are also some occasions when beneficiaries may be based outside the UK. Where this is the case, as we are a UK organisation, you will be sharing your personal information with us here in the UK.
Keeping your information safe and secure.
We are committed to keeping personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost. We endeavour to ensure that our suppliers take similar steps to keep your data secure. We take organisational measures to keep information secure and provide regular training for staff on data protection.
How long we keep your data
We will only keep your information for as long as necessary to perform our obligations and to fulfil the original processing purpose. Based on the legal basis we may need to keep some information for longer i.e. to comply with tax and accounting law and in some cases, we will anonymise your information so that it can no longer be associated with you.
We do keep information about all grant applications as these are assessed for various reasons, for example, if we are later asked to award a new grant or if we need to investigate possible fraudulent activity. Due to periods set by the Limitation Act, we will keep information for a maximum of 6 years after the Baily Thomas Provident Fund closes in 2050 unless we are otherwise required to remove such data from our records.
When establishing our Retention Schedule, we consider the legal basis, sensitivity of information, the type of information and once the retention period has ended, how we deal with the information.
Cookies
We use cookies and similar technology to distinguish you from other users of our site. This helps us to provide you with a good experience when you use our site and allows us to improve our site.
We use the following cookies for the following purposes:
- Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log in to secure areas
- Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
- Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you and remember your preferences.
You can find more information about the individual cookies we use and the purposes for which we use them in the table below:
You can block cookies by activating the setting on your browser; this allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
Keeping your data correct
We are committed to keeping your information up to date. If you believe that we have made an error, then please contact us as we have outlined below, and we will use reasonable endeavours to correct.
Your data protection rights
Under data protection law, 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 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.
- Your rights in relation to automated decision making and profiling - As a matter of principle, you have the right not to be subject to a decision based solely on automated processing, including profiling. However, we may automate such a decision if it is necessary for the entering into or performance of a contract between us, authorised by law or regulation or if you have given your explicit consent. However, we do not currently make any decisions by automated means.
You are not usually required to pay any charge for exercising your rights. If you make a request, we have a calendar month to respond to you.
Where requests are manifestly unfounded or excessive, in particular where they are repetitive, we may charge a reasonable fee, taking into account the administrative costs of providing the information, or we may refuse to provide the information. Where we refuse a request, we will explain our reasons for the refusal and remind you of your right to complain.
If you would like further information on your rights or wish to exercise them, please email enquiries@bailythomasprovidentfund.org.uk or write to: Baily Thomas Provident Fund of Mansfield Business Centre, Ashfield Avenue, Mansfield, Nottinghamshire, NG18 2AE.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so. If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you should contact the UK Information Commissioner’s Office, which oversees data protection compliance in the UK. Details of how to do this can be found at:
Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
ico.org.uk/make-a-complaint/
Changes to this policy
We’ll amend this privacy policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. Please check back regularly to see if there have been any updates.
This Privacy Policy was last updated in March 2025.