Privacy Policy
Privacy Notice for Wells Soup applications.
Who we are.
Wells Soup is the organisation responsible for deciding how your personal information is used. This means we are the data controller.
If you need to contact us about your data, please email hello@wellssoup.org.uk.
What information we collect through the application.
When you submit an application, we collect the information you enter in the form.
This includes your name, contact details, and any details you provide about your group or organisation. It also includes your application responses, which may contain additional personal information depending on what you choose to include.
We also keep a record of your submission and any communication we have with you about your application.
Why we use your information.
We use the information you provide to process and assess your application. This includes reviewing eligibility, making funding decisions, and contacting you about the outcome.
We also use your information to manage administration of the application process, maintain records of decisions, and ensure accountability for funding decisions.
Lawful basis for using your data.
We process your personal data because it is necessary for our legitimate interests. These interests relate to running and managing a funding application process.
Where you include more sensitive information in your application, we will only process it where a valid condition under UK data protection law applies, which may include your consent or another permitted legal basis.
Who sees your information.
Your application may be reviewed by staff and by people involved in assessing applications, such as panel members or advisers.
We may also use trusted service providers to support our systems, such as website hosting or email services. These providers only process your data under our instructions and must keep it secure.
We do not sell your information or use it for unrelated purposes.
How long we keep your application.
We keep unsuccessful application data for up to 24 months after funding decisions are made.
Information relating to successful applications may be kept for up to 6 years after the funding period ends for financial reporting, audit, and accountability purposes.
After these periods, information is securely deleted or anonymised unless we are legally required to keep it for longer.
Data security.
We take reasonable steps to protect your information from loss, misuse, or unauthorised access. Access is limited to those who need it for application processing and decision making.
Your rights.
You have rights over your personal information. These include the right to request access to your data, correct it if it is wrong, ask for it to be deleted, object to or restrict how it is used, and request a copy of your data where applicable.
If we rely on consent for any part of processing, you can withdraw that consent at any time.
You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how your data has been handled.
How your information is used during the application process.
When you submit an application, your information is used only for assessing your request for funding and managing communication about that application.
Only people involved in the assessment and administration of applications will have access to your information.
Contact us.
If you have questions about this privacy notice or want to exercise your rights, please contact us at hello@wellssoup.org.uk.
Updates.
We may update this privacy notice from time to time. Any changes will be posted on this page with an updated date.
If you want, I can also tighten the application form itself so each question directly maps to a specific line in this notice. That usually removes most compliance uncertainty.
