We collect and use personal data to ensure that we can manage our relationships with our young people and funders, and to better understand how we can meet and exceed their expectations. This allows us to operate and fundraise more efficiently and effectively to ultimately help us reach our goal that every young person should have the chance to succeed.
Please read this policy carefully, along with our Terms and Conditions and any other documents referred to in this policy, to understand how we collect, use and store your personal information.
- Who we are
- Where The Prince’s Trust collects its information from
- What information The Prince’s Trust may collect about you
- How The Prince’s Trust will use the information we collect
- Legal basis for using your information
- How The Prince’s Trust will update your information
- Where The Prince’s Trust will disclose your details to anyone else
- How to access, correct or delete your information
- How we keep your data safe
- How long we store your data for
- Research and evaluation
- Contact us
- Further information
We may update this policy from time to time without notice to you, so please check it regularly.
If you have any questions about this data privacy notice please contact our Data Protection Officer or The Prince’s Trust using the postal address below.
1. Who we are
The Prince’s Trust is a charity that operates throughout the UK to aid young people aged 11 to 30 to get into jobs, education and training. In this data privacy notice wherever you see the words ‘we’, ‘us’ or ‘our’, it refers to The Prince’s Trust Charity.
Our charity is The Prince’s Trust, incorporated by Royal Charter (RC000772), with registered charity number (1079675) in England and Wales and (SC041198) in Scotland. The principal office for the Prince’s Trust is Prince’s Trust House, 9 Eldon Street, London, EC2M 7LS.
The Prince’s Trust is registered as a data controller with the Information Commissioner’s Officer under the General Data Protection Regulation 2016/679 and Data Protection Act 2018:
The Prince’s Trust
This programme is funded by the Greater Manchester Combined Authority (GMCA) therefore will be considered as joint data controller for some of the personal data that is collected.
Greater Manchester Combined Authority
2. Where do we collect information from?
We collect information in the following ways:
Information you give us
- The Prince’s Trust may obtain personal information from you when, for example, you complete a form to participate on a programme.
Information from Third Parties
3. What information do we collect?
The types of personal information that The Prince’s Trust collects may include:
- Your title, name and date of birth;
- Your contact details (address, email, phone number);
- Your professional activities and employment details;
- Current interests and activities;
- Contact preferences;
- Any other information provided by yourself at the request of The Prince’s Trust.
We will also be collecting information that is known as “Special Category Data”:
This includes the following personal information:
- Your race;
- Your ethnic origins;
- Your religious beliefs;
- Your health status;
- Your sexual orientation;
- Your gender;
- Any additional needs requirements.
We will also collect data from you in regards to your criminal history if you have one. Where this information is collected we will tell you so you know why it is needed. If you are under 13 you should ask permission of a parent or guardian before sending personal or sensitive information to anyone online.
4. What might we do with your information?
If you have applied to access any provision that is funded by the Future Workforce Fund, this requires The Prince’s Trust and Greater Manchester Combined Authority (GMCA) to use your information to help run, fund, develop and evaluate the Future Workforce Fund programme. The data will also be used to:
- Provide you with the services, products or information that you asked for, as well as information about other services, products or information we think might interest you where you have consented to being contacted;
- Check your eligibility to attend the programme;
- Send you surveys to evaluate the impact of the programme;
- Keep a record of your relationship with us and record the contact we have with you; and
- Ensure we know how you prefer to be contacted.
- Evaluate the services you have received for effectiveness and impact.
- Financial monitoring and auditing.
5. Legal basis for using your information
Both The Prince’s Trust and the GMCA are what is known as Joint Data Controller of all of the data that is collected during the programmes that are funded by the Future Workforce Fund.
As the GMCA have legal responsibilities to provide Greater Manchester residents with education and skills training the GMCA’s legal basis for undertaking this programme and the evaluation will be:
- Article 6 1(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
And for the more sensitive data:
- Article 9 2(g) processing is necessary for reasons of substantial public interest
The Prince’s Trust rely on the following legal basis for the processing of your data in regards to undertaking this programme and its evaluation:
- Article 6 1(a) you the data subject have provided your consent for the processing of the data you have provided for the undertaking of this programme and the subsequent evaluation.
For the more sensitive special category data:
- Article 9 2(b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law providing for appropriate safeguards for the fundamental rights and the interests of the data subject.
6. How we update your information
We continuously review records of young people to ensure your data is as accurate as possible and always appreciate it if you let us know if your contact details change.
7. Who we share your information with
We are committed to protecting your data and therefore it will never be sold to external organisations and will only be disclosed to those acting as agents and data processors carrying out work on our behalf. Where we enter into a relationship with an external party, any such arrangements will be subject to a contract between The Prince’s Trust and that organisation to protect the security of your data. They only act under our instructions and we maintain full responsibility for your data.
Third Parties may include:
- Our delivery partners within the UK or abroad to enable us to deliver our programmes effectively.
- External evaluation organisations to allow for an independent evaluation of our programmes to ensure that we are delivering the best service to our young people;
- Suppliers who send out communications on our behalf, such as invitations to our events;
- Other charities of the Prince of Wales and our Development Boards and Trustees where we share information for the purposes of checking that our services are being accessed in an appropriate manner and in line with our legal obligations for example prevention of fraud.
8. How to access, correct or delete your information
Under the General Data Protection Regulation 2016/679 you have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email the Data Protection Officer or write to us at Data Protection Officer, The Prince's Trust, Prince's Trust House, 9 Eldon Street, London, EC2M 7LS.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate.
If you do not want to receive any further information about The Prince’s Trust and would like us to remove your name from our mailing list, please contact us to let us know. Please address all your requests, by email or mail, to our Data Protection Officer. To help us locate any personal information about you (or in case we need to get in touch with you to obtain further information to help us locate your records) please include your full name, address and telephone number with your request.
9. How we keep your data safe
We aim to ensure that there are appropriate, physical, technical and managerial controls in place to protect any personal information you may provide to us, for example our online forms are always encrypted and our network is protected and monitored. Within our offices all of our staff receive training on handling data securely.
Where we use external companies to collect or process data on our behalf we carry out comprehensive checks on them before we work with them and ensure that contracts are in place that set out our expectations and requirements. We may need to transfer your personal data outside of the European Economic Area (EEA) to allow them to perform services on our behalf (for example invitation or participation in an event outside of the EEA in support of The Prince’s Trust). In doing so your data may be stored or processed outside of the EEA. Where this happens we will endeavour to ensure that your data is being processed in accordance with the appropriate security requirements in line with our legal responsibilities, and by submitting your details in such circumstances you agree to this transfer.
10. How long we store your data for
We will hold your personal information on our systems for as long as is necessary for the relevant activity, in this instance, 7 years from the completion of your engagement on any provision that is funded through the Future Workforce Fund. If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us, we won’t keep any information that we don’t need.
11. Research and evaluation
Part of any programme that is funded like the Future Workforce Fund is making sure that it is actually doing what it needs to do. This means part of the programme will involve evaluating how the services provided helped the people taking part and assess their effectiveness.
Being able to do this research is extremely helpful because it allows the GMCA and the Prince’s Trust to make improvements to any future programmes for you. It also helps to improve similar programmes across Greater Manchester. Making them better and more relevant for those taking part in them.
To do this we will supply information to an organisation to carry out this work for us. We have produced a list of the information that the evaluation partner will be using to do the work for us. This list can be found here.
As you can see from the list we will be using information about your personal life and your health. It may seem like a lot of information. But this means we can get a better understanding of the specific areas the programme has been the most helpful.
The Prince’s Trust will have a contract with the evaluation partner that makes them legally responsible to look after your information properly. They have to take care of it in the same way we have to. Making sure it is kept securely and only the right people can see and use it for the work.
The organisation undertaking the evaluation will produce anonymised statistical data from your information. This means you will not be able to be identified from the data that is produced in the evaluation process. Also none of the work produced as part of the evaluation will be used to make any decisions about you. It will be used for improving the quality, effectiveness and delivery of help across Greater Manchester.
The outcome of the evaluations may also be included in publicly accessible reports. This information will be mainly charts, diagrams and numbers. You will therefore not be able to be identified from any of the information used or published in this way.
If you do not want your data to be used for the evaluation, you can object to using it in this way by contacting our Data Protection Officer. However supporting the improvement in services is really important. It really helps make services better for you and your communities.
12. Contact us
If you have any queries about this policy or any complaints with regard to the administration of the policy please contact our Data Protection Officer.
13. Further information
The laws governing how your personal data can be used are:
General Data Protection Regulation 2016/679
- The Privacy and Electronic Communications Regulations 2003
- Data Protection Act 2018
We also follow the best practice code set out by the Fundraising Regulator: Code of Fundraising Practice.
You can also contact the Information Commissioner’s Office at ico.org.uk to find out more or report a concern. They are the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. We work with them to make sure that we collect, store and use your information appropriately and don’t do anything you wouldn’t expect us to.