The Marie-Louise von Motesiczky Charitable Trust (Registered Charity Number: 1140890) (“MLvM Trust”, “we” and “us”) is committed to protecting your privacy. This policy (“Privacy Policy”) should be read in conjunction with the Terms and Conditions of use for (the “Website”) of which it forms part (the “Terms”).

This Privacy Policy explains how we use the information we collect about you, it also describes the cookies we may use and send to your computer or mobile device, your rights in respect of your personal information, how you can instruct us if you prefer to limit the use of that information and procedures that we have in place to safeguard your privacy.

1) How we collect personal information

We will collect and store your personal data when you interact with the Website or when you contact us. We collect personal information in writing, by telephone, by e-mail and from grant applications.

The MLvM Trust collects personal data directly from the individual to whom it relates, except where that individual has consented to us collecting the personal data from a third party or the law otherwise permits the MLvM Trust to do so.

2) The information we collect and how we use it

We will use, store or otherwise process any of your personal data in accordance with the terms of this Privacy Policy, including but not limited to, your name, postal address, e-mail address, telephone number, bank details and any other personal data collected from correspondence with you, on you making a grant application and from reports you may provide to us, to the extent that is reasonably necessary in order to provide you with the offerings that we wish to make available.

We will only process your personal data, in accordance with applicable law, for the following purposes:

  • dealing with your enquiries and requests;
  • administering application records and assessing applications for grants;
  • providing grants and personalising your interaction with us;
  • enabling our suppliers and service providers to carry out certain functions on our behalf, including payment processing, verification or other functions;
  • ensuring the security of our organisation, preventing or detecting fraud or abuses of our Website;
  • resolving any disputes, if you lawfully exercise your rights or if you wish to dispute the outcome of a grant application, for example, or any other part of our offering;
  • sending you personalised communications about the MLvM Trust, where you act on behalf of an organisation, or if you are an individual and have agreed that we may do so, in order to keep you informed about the MLvM Trust; and
  • to comply with applicable law, for example, in response to a request from a court or regulatory body,where such request is made in accordance with the law.We may also gather this information and statistics for the purposes of monitoring Website usage and may provide such aggregate information to third parties. These statistics will not include information that can be used to identify you.

3) Information for marketing purposes

Where you act on behalf of an organisation, or where you are an individual who has consented to us using your personal data for marketing purposes, we may use your information to send you information, updates and news concerning the MLvM Trust and its partners and information about our charitable activities jointly provided with or on behalf of other organisations. Alternatively, you may ask us to provide you with such information by sending us an e-mail or writing to us at the contact details set out at Section 12) below.

If you stop using the Website or your permission to use the Website is terminated, we may continue to use and disclose your personal data in accordance with this Privacy Policy (as amended from time to time) and as permitted by law. However, if at any time after you have consented to us using your personal data for marketing purposes and you wish us to stop using your information for these purposes, please contact us by sending us an e-mail or writing to us at the contact details set out at Section 12) below.

4) Ground for processing

To process your personal data lawfully we need to rely on one or more valid legal grounds. The grounds we may rely upon include:

  • your consent to particular processing activities. For example, where you have consented to us using your information for marketing purposes;
  • our legitimate interests as a charity (except where your interests or fundamental rights override these). For example, it is within our legitimate interests to use your personal data to prevent or detect fraud or abuses of our Website;
  • our compliance with a legal obligation to which the MLvM Trust is subject. For example, we have a duty to investigate and respond to complaints made against us and may need to process your personal data as part of such investigation; or
  • if you are a successful grant applicant, because processing your personal data is necessary for the performance of a contract.

5) Confidentiality and information security

The Internet is not a secure medium. However, we have put in place various security procedures as set out in this Privacy Policy.

Please be aware that communications over the Internet, such as emails or online messages are not secure. Your communications may route through a number of countries before being delivered. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.

We believe that we have appropriate policies, rules and technical measures to protect the personal data that we have under our control (having regard to the type and amount of that data) from unauthorised access, improper use or disclosure, unauthorised modification, unlawful destruction or accidental loss.

The MLvM Trust is committed to seeking to safeguard all personal information that you provide to us; seeking to ensure that it remains confidential and secure; and taking all reasonable steps to ensure that personal privacy is respected.

All our data is stored in written or electronic form on our servers and computers and in various physical locations. We maintain physical, electronic and procedural safeguards to protect your personal information from misuse, unauthorised access or disclosure and loss or corruption by computer viruses and other sources of harm. We restrict access to personal information to the Trustees of the MLvM Trust and third parties who need to know that information for the purposes set out in this Privacy Policy.

6) Disclosure of your personal data

There are circumstances where we may wish to disclose or are compelled to disclose your personal data to third parties. This will only take place in accordance with the applicable law and for the purposes listed above. These scenarios include disclosure:

  • to our trustees;
  • to our affiliates (if any);
  • to our successors in title to our activities;
  • to our accountants/auditors;
  • to our outsourced service providers or suppliers who assist us in operating our Website and running the charity (including but not limited to IT support service providers), so long as those parties agree to keep the personal data confidential;
  • to another legal entity, on a temporary or permanent basis, for the purposes of a joint venture,collaboration, merger, reorganisation, change of legal form, dissolution or similar event;
  • to legal advisors who may need to advise us or to manage or litigate a claim;
  • to public authorities or other third parties where we are required by law to do so; and
  • to any other third party where you have provided your consent.

7) Retention of personal data

Your personal information will be retained for as long as it is necessary to carry out the purposes set out in this Privacy Policy (unless longer retention is required by the applicable law). However, we will not retain any of your personal information beyond this period and the retention of your personal information will be subject to periodic review. We may keep an anonymised form of your personal information, which will no longer refer to you, for statistical purposes without time limits, to the extent that we have a legitimate and lawful interest in doing so.

8) Your rights in relation to your information

Data protection law provides individuals with certain rights, including the right to: access, rectify, withdraw consent, erase, restrict, transport, and object to the processing of, their personal information. Individuals also have the right to lodge a complaint with the relevant information protection authority if they believe that their personal information is not being processed in accordance with the law. Further information about your rights is set out below:

  • Right to make subject access request (SAR). You may, where permitted by applicable law, request copies of your personal data held by the MLvM Trust. If you would like to make a SAR, i.e. a request for copies of the personal data we hold about you, you may do so by writing to Marie-Louise von Motesiczky Charitable Trust, 5 Fleet Place, London EC4M 7RD or emailing us at info(Replace this parenthesis with the @ sign) The request should make clear that a SAR is being made. Please quote your name and address. We should be grateful if you would also provide brief details of the information of which you would like a copy or which you would like to be corrected (see below) – this helps us to more readily locate your data. We will require proof of your identity before providing you with details of any personal data we may hold about you.
  • Right to rectification. You may request that we rectify any inaccurate and/or complete any incomplete personal data.
  • Right to withdraw consent. You may, as permitted by applicable law, withdraw your consent to the processing of your personal data at any time. Such withdrawal will not affect the lawfulness of processing based on your previous consent. Please note that if you withdraw your consent, you may not be able to benefit certain service features for which the processing of your personal data is essential.
  • Right to object to processing. You may, as permitted by applicable law, request that we stop processing your personal data
  • Right to erasure. You may request that we erase your personal data and we will comply, unless there is a lawful reason for not doing so.
  • Your right to lodge a complaint with the supervisory authority. We suggest that you contact us about any questions or if you have a complaint in relation to how we process your personal data. However, you do have the right to contact the relevant supervisory authority directly. To contact the Information Commissioner’s Office in the United Kingdom, please visit the ICO website for instructions.

9) Compliance with privacy laws

The MLvM Trust complies with the data protection and privacy laws to which it is subject. You should satisfy yourself that you are familiar with those laws, including any exceptions which may apply under them. You should also be aware that privacy laws in various jurisdictions may change from time to time. [The MLvM Trust is registered as a Data Controller under applicable data protection law and our registration number is Z2671170.]

10) Use of your personal information submitted to other websites

We are not responsible for the privacy policies and practices of other websites even if you accessed the third party website using links from our Website. We recommend that you check the privacy policy of each website you visit and contact the owner or operator of such website if you have concerns or questions.

11) Cookies

In order to collect the information as described in this Privacy Policy, we use cookies on our Website. A cookie is a small file that a website or its service provider transfers to your computer’s hard drive, mobile phone or other device, through your web browser (if you agree) that enables the websites or service providers systems to recognize your browser and capture and remember certain information.

You can set your browser to notify you when you receive a cookie. This enables you to decide if you want to accept it or not. Alternatively, you can choose to turn off all cookies via your browser settings. However, some of the services and features offered through our Website may not function properly if your cookies are disabled.

Cookies can be first party or third party cookies.

  • First party cookies – cookies that the Website you are visiting places on your computer.
  • Third party cookies – cookies placed on your computer through the Website but by third parties such as Google.

The Website uses cookies to track traffic data using Google Analytics. You may prefer to disable cookies on this Website and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.

12) Changes and further information

We reserve the right to amend or modify this Privacy Policy without notice to you and if we do so we will post the changes on this page. It is your responsibility to check our Privacy Policy each time before you access our Website for any changes.

For further information from us on data protection and privacy or any requests concerning your personal information please write to the Marie-Louise von Motesiczky Charitable Trust, 5 Fleet Place, London, EC4M 7RD, UK. Or email us at info(Replace this parenthesis with the @ sign)