PRIVACY POLICY AND COOKIES

The Herefordshire Community Foundation Privacy and Cookies Policy

This privacy policy sets out how Herefordshire Community Foundation (HCF) uses and protects any information that you give HCF when you use this website, adhering to the General Protection Data Regulations (GDPR) 2018.

HCF is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Information will be fairly and lawfully processed, for limited purposes and will be adequate, relevant, not excessive, accurate and up-to-date. It will not be kept for longer than necessary and will always be held securely.

HCF operates an opt-in only communication policy which means that marketing communications will only be sent to those that explicitly agree via their preferred method by email, telephone or post.

What information do we collect about you?

HCF collects information about you when you connect to our website as a donor, fundholder, grant application, trustee, volunteer, newsletter recipient, partner or when making a general enquiry. This may cover anything from your contact details to your financial information or your responses to application forms and questionnaires HCF have sent you and feedback you have provided.

  • HCF will only collect information that is necessary for what we do and we will be fair in the way the information is collected.
  • HCF will tell you we are collecting the information, who we are and what we intend to do with the information about you.
  • HCF will collect information directly from you or from publicly available data sources.
  • If HCF collects information about you from another source, we will make sure you know that this has been done whenever possible.

Disclosure of Information

HCF will only disclose your personal information if we are under a legal duty to disclose or share personal data to comply with legal obligation or for law enforcement purposes.

Security

HCF is committed to protecting your information when you connect with us as a donor, fundholder, grant applicant, trustee, volunteer, partner or general enquirer. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

HCF uses Google Analytics to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. We do not collect or store your personal information, such as your name or address, so this information cannot be used to identify who you are. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer however this may prevent you from taking full advantage of the website.

Links to other websites

The HCF website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may request details of personal information which HCF hold about you under the GDPR 2018. If you would like a copy of the information held about you please contact us by email to mail@herefordshirecf.org or write to

Herefordshire Community Foundation, The Fred Bulmer Centre, Wall Street, Hereford, HR4 9HP.

If you believe that any information HCF is holding about you is incorrect or incomplete, or you wish to request the deletion or removal of your personal data where there is no compelling reason for its continued processing, please email or write to us as above as soon as possible. We will promptly remove or correct any information as requested.

Changes to our privacy policy

As HCF continues to improve our website we may update this policy. Any changes we may make to our privacy policy in the future will be posted on this page.

Resources and more information

GDPR information www.eugdpr.org

Data Protection Act 1998 www.legislation.gov.uk/ukpga/1998/29/contents

Privacy and Electronic Communications Regulations 2003 – guide www.ico.org.uk/for_organizations/privacy_and_electronic_communications/the_guide

Twitter privacy policy www.twitter.com/privacy

Facebook privacy policy www.facebook.com/about/privacy

Google privacy policy www.google.com/policies/privacy

Privacy by design –  This site runs through WordPress which has GDPR compliance built into the setup and is continuously updated. We endeavour to ensure our systems are secure. We therefore continually monitor and seek to improve our security setup.

CONTACT US

Herefordshire Community Foundation,
The Fred Bulmer Centre,
Wall Street, Hereford HR4 9HP
Registered Charity No. 1094935
Registered in England and Wales No. 4468139

t: 01432 272550

ceo@herefordshirecf.org

Should you require any further information regarding HCF or need assistance in making an application please submit your enquiry using this form, or email or telephone using the details above. 

SITE MAP

PRIVACY AND COOKIES

Our Privacy and Cookies Policy sets out how Herefordshire Community Foundation uses and protects any information that you give us when you use this site. Please click on the above link to see the policy in full.

THE COMPLAINTS PROCEDURE AT HCF
  1. Our Approach to Complaints

1.1 Herefordshire Community Foundation (HCF) aims to deal with all matters in a fair way which reflects the charity's aims and objectives. However, from time to time things may go wrong and in such cases, individuals may seek to complain. The purpose of this policy is to provide an efficient, transparent and fair way of dealing with any complaint.

1.2 Herefordshire Community Foundation is committed to providing a quality service to our stakeholders. Staff also strive to present themselves in a professional and courteous manner at all times. One of the ways in which the charity can continue to improve the service we offer is to listen and respond to the views of all our stakeholders, therefore HCF aims to ensure that:

  • there is an open and transparent procedure for making a complaint.
  • the complaints procedure is publicised so that people know how to contact us to make a complaint.
  • the complaint is dealt with promptly, politely and appropriately.
  • there is an appropriate response such as an explanation, an apology where we have got things wrong or information on any action taken.
  • lessons are learnt from complaints which are used to improve our service.
  • a confidential file of all complaints is kept centrally.
  1. How to Make a Complaint

2.1 If you have a complaint, please contact us as soon as possible.

2.2 All complaints should be made in writing by e-mail or letter. When writing or e-mailing your complaint, appropriate contact details should be provided such as an email address or a full postal address. Please address your complaint to: 

The CEO,
Herefordshire Community Foundation,
The Fred Bulmer Centre, Wall Street,
Hereford HR4 9HP

E-mail: ceo@herefordshirecf.co.uk

2.3 If the complaint relates to the CEO, the complaint should be made in writing by letter or email to the Chair of the Trustees at the above address or email:

chair@herefordshirecf.org

  1. The Process - Grants

3.1 Complaints relating to grant-making will be assessed by the CEO and a response will be sent within 5 working days of receipt. If it is not possible to issue a full reply within this time because a detailed investigation is required we will tell you what is being done to deal with your complaint, when you can expect the full reply and from whom. The CEO is required to report all complaints to the charity's board so they can monitor the handling of the complaint and ensure an appropriate response is given.

3.2 If you are not satisfied with the final response from the CEO you may ask for your complaint to be referred to the Chair of the Trustees for further investigation.

3.3  The referral will be acknowledged within 5 days of receipt and the Chair of the Board will aim to produce a decision within 20 days. If this is not possible you will be told what is being done to deal with your complaint and when you can expect the reply.

3.4 If following this second response you remain dissatisfied and if the nature of your complaint relates to funding received or not received, you can re-direct your complaint to the funding body where this is appropriate.

  1. The Process - Other complaints

4.1 Complaints relating to any non-grant making issue will be dealt with by the CEO and a response will be sent within 5 working days of receipt. If it is not possible to issue a full reply within this time because a detailed investigation is required we will tell you what is being done to deal with your complaint, when you can expect the full reply and from whom. Again, all complaints will be notified to the Board of Trustees so that they can monitor the action taken.

4.2 If you are not satisfied with the response from the CEO, you may ask for your complaint to be referred to the Chair of the Trustees.

4.3 The referral will be acknowledged within 5 days of receipt and the Chair of the Trustees will aim to produce a decision within 20 days. If this is not possible you will be told what is being done to deal with your complaint and when you can expect the reply. Any decision will be final.

External stage

Complaints that are sufficiently serious may be taken to the Charity Commission at any stage. Information about the kind of complaints the Commission can involve itself in may be found on their website at: charitycommission.gov.uk/publications/cc47.aspx