At Baily Thomas Provident Fund, we are committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting our website (www.bailythomasprovidentfund.org.uk) or by otherwise providing us with your personal data you are accepting and consenting to the practices described in this policy. 

For the purpose of the Data Protection Act 1998 (the Act), the data controller is Baily Thomas Provident Fund of Mansfield Business Centre, Ashfield Avenie, Mansfield, Nottinghamshire, NG18 2AE

Information we may collect from you

We may collect and process the following data about you:

  • Information you give us. You may give us information about you by filling in forms on our site or by corresponding with us by phone, e-mail, 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, e-mail address and phone number, financial information, medical information, personal description, photograph, national insurance number, marriage certificate, or birth certificate.
  • Information given about others. Where an application for assistance is made by a dependent of a former employee of Mansfield Brewery Plc or on behalf of a former employee, you will be giving us information about another person. We ask that you make sure the other person is made aware and is referred to this policy.
  • Employee and dependant database. We hold a database of personal information about former employees of Mansfield Brewery Plc and those of their dependents 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 that you have made and grants or assistance that you have been given, departments and locations.

  • Information we collect from your use of our site. With regard to each of your visits to 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).

We also use a third-party server monitoring service (New Relic) which collects performance data about the server and our site. As part of the provision of this service, this third-party server monitoring service collects data such as IP address, browser and device details, duration of page load, any reported errors, and URL visited.

  • Information we receive from other sources. 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. 
  • Special category data. 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, providing you with the relevant support or assistance. We may share this with a GP, or dentist where necessary to carry out a secondary assessment. We require your explicit consent in order 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.  

How we use the information? 

We use information held about you in the following ways:

  • On the basis of your consent​​​

    • we will process any health (special category) personal data (see above) for the purposes of assessing and administrating applications;
    • we will share health (special category) data with named third parties, such as GPs, Dentists or debt support organisations where you have made an application for hardship.  
  • In our legitimate interests of providing the best service and forwarding the objectives of the Baily Thomas Provident Fund, we will process information in order to:
    • provide you with information about your, or your dependents’, entitlement to request support or assistance from us;
    • cross-check against any applications received from former employees or dependents of former employees to check that their application is valid;
    • in some cases, verify employment with a third party organisation such as HMRC in order to determine eligibility;
    • process your, your dependents’, application and to make a decision about whether to provide the requested support or assistance to you, or your dependents;
    • pass your details onto a named third party, such as a debt support organisation where you have made an application for hardship;
    • send service communications relating to your grant so that you receive a full and functional service and so we can perform our obligations to you. These may be sent by email or post or, if the circumstances require it, we may contact you by phone;
    • where relevant, to provide you, or your dependents with that relevant support and assistance;
    • respond to queries and other requests relating to our services.
    • 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 may be able to provide;
    • provide you with information about and invitations to the activities and events of the Baily Thomas Provident Fund, including invitations to annual dinner dances, letters for the pensioner group informing them of their activities, informing people about trustees’ open meetings and informing and reminding people about the existence of the Trust;
    • send 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.

You have the right to object to processing carried out for our legitimate interests. See the ‘Your rights’ section below for more information.

  • To comply with our legal obligation to:

    • disclose basic personal information to HMRC for inclusion on the Trust Register;
    • meet any other legal requirements which may apply from time to time.

How long do we keep hold of your information?

We keep information about all grant applications as these are assessed if we are later asked to award a new grant. Due to periods set by the Limitation Act 1980, we will keep information for a maximum of 6 years after the Baily Thomas Provident Fund closes in 2050 unless we are otherwise required remove such data from our records.

Disclosure of your information

For the purposes set out in the ‘How we use the information?’ section above, we may share your personal information with selected third parties, some of whom we appoint to provide services, including:

  • our suppliers and sub-contractors to enable us to process your application and provide you with support and assistance, where relevant;
  • analytics and search engine providers that assist us in the improvement and optimisation of our site; 
  • medical or dental professionals and administrators where you have made an application for assistance with medical or dental costs;
  • 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 cost;
  • our trustees, including for the purpose of processing your application and making a decision about whether to grant to you the requested support or assistance;
  • The Gallery Partnership, situated at 4th Floor, 150 Borough High Street, London, SE1 1LB, for the purpose of providing our cloud-based grant management system;
  • HMRC for inclusion on the Trust Register.

Additionally, we may also disclose your personal information to the relevant third party:

  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or to protect the rights, property, or safety of the Baily Thomas Provident Fund, our beneficiaries, our trustees, or others. This may include exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Where we store your personal data?

At Baily Thomas Provident Fund, we take your safety and security very seriously and we are committed to protecting your personal and financial information.

Our hard copy records will be stored in a paper based, locked and secure filing system in our offices. Electronic records will be stored on a secure cloud-based grant management system or on our secure servers.

We do not transfer your data outside the European Economic Area ("EEA"). If in future we do need to transfer your data outside the EEA, we will only do so if adequate protection measures are in place in compliance with data protection legislation.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Your rights

Where processing of your personal data is based on consent, you can withdraw that consent at any time.

You have the following rights. You can exercise these rights at any time by contacting us at enquiries@bailythomasprovidentfund.org.uk. You have the right:

  • to ask us not to process your personal data for marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes;
  • to ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing;
  • to ask us not to process your personal data for scientific or historical research purposes, where relevant, unless the processing is necessary in the public interest.
  • to request from us access to personal information held about you;
  • to ask for the information we hold about you to be rectified if it is inaccurate or incomplete;
  • to ask for data to be erased provided that the personal data is no longer necessary for the purposes for which it was collected, you withdraw consent (if the legal basis for processing is consent), you exercise your right to object, set out below, and there are no overriding legitimate ground for processing, the data is unlawfully processed, the data needs to be erased to comply with a legal obligation or the data is children’s data and was collected in relation to an offer of information society services;
  • to ask for the processing of that information to be restricted if the accuracy of that data is contested, the processing is unlawful, the personal data is no longer necessary for the purposes for which it was collected or you exercise your right to object (pending verification of whether there are legitimate grounds for processing);
  • to ask for data portability if the processing is carried out by automated means and the legal basis for processing is consent or contract.

Should you have any issues, concerns or problems in relation to your data, or wish to notify us of data which is inaccurate, please let us know by contacting us using the contact details above. In the event that you are not satisfied with our processing of your personal data, you have the right to lodge a complaint with the relevant supervisory authority, which is the Information Commissioner’s Office (ICO) in the UK, at any time. The ICO’s contact details are available here: https://ico.org.uk/concerns/.

Our site and our communications may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

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 also 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 into secure areas of our website.
  • 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 particular individual cookies we use and the purposes for which we use them in the table below:

 

Cookie Name                Type                            Purpose                                                                                                                   Expires   

 has_ja                            Functionality               to determine if your browser has the ability to run javascript software                  This is a session only cookie and so is deleted by the

                                                                           - this cookie allows website operators to link your actions during a                       browser when your session on our site ends (usually

                                                                            single browser session to allow you to use the website most efficiently.               when the browser is closed).

 

_gat                                Analytical/                  Google Analytics cookie to help prevent our site crashing during busy                  1 minute

                                       performance                periods (throttle request rate).

 

_gid                                Analytical/                  Google Analytics cookies to help distinguish users to provide you with                 1 day

                                       performance                experience when you browse our website and also allows us to improve

                                                                           our site.

 

_ga                                 Analytical/                  Google Analytics cookies to help distinguish users to provide you with                  2 years

                                       performance                experience when you browse our website and also allows us to improve

                                                                            our site.

 

You can block cookies by activating the setting on your browser that 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.

Changes to our privacy policy

This policy may be updated from time to time. Please check back frequently to see any updates or changes to our privacy policy.

This policy was last updated in November 2018.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to enquiries@bailythomasprovidentfund.org.uk.

For the purpose of data protection legislation the data controller is Baily Thomas Provident Fund of Mansfield Business Centre, Ashfield Avenue, Mansfield, Nottinghamshire. NG18 2AE.