Privacy Policy

This privacy policy is Version 1, and was last updated on 1 May 2025.

We may change this policy from time to time, so please check this page occasionally to make sure you are happy with any changes.

At the EMED Foundation, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you interact with us, including when you apply for funding, make a donation, sign up for our newsletter, or contact us.

1. Who we are

The EMED Foundation is a registered charity in England and Wales (charity number 1207240).

Our registered address is EMED Foundation, Unit 13, Knights Way, Battlefield Entreprise Park, Shrewsbury, SY1 3TJ

We are the data controller for your personal information.

You can contact us about data protection or privacy matters at info@emedfoundation.org.uk.

2. Information we collect

We may collect the following types of personal data:

  • Full name
  • Email address
  • Postal address
  • Phone number
  • Date of birth
  • Nationality
  • Employment information (e.g., job title, staff ID)
  • Financial information (e.g., details needed to process donations or grant payments)
  • Sensitive information (e.g., health, disability, ethnicity, religion, where relevant to a grant application)
  • Donation history
  • Communications preferences

We collect personal information directly from you when you:

  • Submit a grant application
  • Make a donation
  • Subscribe to our newsletter
  • Fill in a contact form
  • Communicate with us by phone, email, or in person

3. How we use your information

We use your information to:

  • Assess and manage grant applications
  • Process donations and issue receipts
  • Respond to enquiries
  • Maintain internal records, including impact reporting and financial audits
  • Send marketing communications (where consent is given)
  • Monitor website performance and user experience (e.g., through analytics)

4. Lawful bases for processing

Our lawful bases for processing your personal information are:

  • Your consent (e.g., for receiving marketing communications)
  • The performance of a contract (e.g., assessing grant applications, processing donations)
  • Our legitimate interests (e.g., maintaining internal records, improving our services)
  • Compliance with legal obligations (e.g., financial record-keeping requirements)

5. Special category data

Where we collect sensitive personal information (such as health or disability details) as part of grant applications, we will only process this information where:

  • You have provided your explicit consent; or
  • Processing is necessary for reasons of substantial public interest, in accordance with UK data protection law.

6. Sharing your information

We may share your data with trusted third parties, including:

  • Monday.com (project management platform, via secure automation tools such as Zapier)
  • SharePoint/Excel (internal reporting and application tracking)
  • Mailchimp (email marketing communications)
  • PayPal (for processing donations)
  • Our secure website hosting provider (SiteGround)
  • Google Analytics (for website analytics)
  • Cookie management and accessibility providers (CookieYes, UserWay)

All third parties are required to respect the security of your personal data and treat it in accordance with the law. We do not sell your data to any third parties.

7. International transfers

Some of our service providers are based outside the UK and European Economic Area (EEA), for example, in the United States. Where your personal data is transferred internationally, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK Information Commissioner’s Office (ICO) or participation in recognised frameworks such as the UK Extension to the EU-US Data Privacy Framework.

8. Data retention

We retain your information for only as long as necessary to fulfil the purposes we collected it for. Our standard retention periods are:

  • Grant applications: Retained for up to 6 years after closure.
  • Unsuccessful grant applications: Retained for up to 2 years after decision.
  • Donation records: Retained for 6 years for tax and accounting purposes.
  • Newsletter subscription details: Retained until you unsubscribe.
  • General enquiries: Retained for up to 2 years after resolution.

We review retention periods regularly and securely delete or anonymise data when it is no longer needed.

9. Your rights

You have the following rights under data protection law:

  • Access the personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request deletion of your personal data
  • Object to or restrict processing of your data
  • Withdraw your consent at any time (where processing is based on consent)
  • Complain to the UK Information Commissioner’s Office if you are dissatisfied

To exercise your rights, please email info@emedfoundation.org.uk.

10. Cookies and tracking

We use cookies and other tracking technologies to enhance your experience on our website. For more information, please see our separate Cookie Policy.

11. Children’s data

Our services are not generally directed at individuals under the age of 16. Where we collect information about children, such as in relation to hardship grant applications, we will seek appropriate consent from a parent or guardian.

12. Automated decision-making

We do not carry out any solely automated decision-making that has a legal or similarly significant effect on individuals.

13. Updates to this policy

We may update this Privacy Policy from time to time to reflect changes in how we operate or changes in legal requirements. The latest version will always be available on our website.

14. Contact us

For questions or concerns about this Privacy Policy or how we handle your information, please email: info@emedfoundation.org.uk