Privacy notice for research funding

21st May 2018

This privacy notice tells you what to expect regarding the personal information collected and processed by the Joseph Rowntree Foundation (JRF) when applying for research funding.

Who are we?

We are the Joseph Rowntree Foundation (JRF).  Our mission is to inspire action and change to solve UK poverty.  We are a registered charity in England and Wales (number 210169) and the address of our head office is: The Homestead, 40 Water End, York, YO30 6WP.

What data we need

If you apply to us for funding, we will ask for the following information:

Proposer/s:

  • Name, job title, work address, telephone number and email address
  • Grade, salary and National Insurance costs
  • Brief CV/s

Other paid staff working on the project:

  • Name and job title.  Work address if different from the Proposer
  • Grade, salary and National Insurance costs

Why we need it

We need this information to assess your proposal and, if your application is successful, enter into a contract with you.

We may use the information for the purposes of internal audit, monitoring the fairness of and trends in application decisions and for statistical purposes.

We will not collect any personal data from you that we do not need for these purposes.

How we hold your personal information

Your data will be processed by our staff, who are all based in the UK. The data we process may be held internally on our own managed systems, externally on cloud based services or on the systems of partners who process information on our behalf.

We are committed to storing data securely wherever it is held, and ensuring it is only accessible to authorised personnel. Where data is stored on partner systems we expect them to adopt security practices aligned with our own.

Who we share it with

We may disclose specific information when required to do so by government bodies, law enforcement bodies and regulatory authorities.  Personal information may also be released to external parties in response to legal processes or to enforce or apply our terms of use, or to protect the rights, property or safety of JRF, our employees, agents and others.

Fairness and transparency in our funding process is important to us.  All shortlisted full proposals are assessed by a team of internal experts from across JRF and, where appropriate, the Joseph Rowntree Housing Trust (JRHT).  Some proposals are also assessed by external experts, where there is a need for particular expertise or where projects are high risk or high cost.  If assessors do not agree over which proposal to fund, or if one or more proposals is particularly complex, we bring in additional internal or external assessors.

The Executive Director of JRF has overall responsibility for commissioning and decision-making within agreed financial delegated authorities.

How long we keep your information

Proposals are submitted via our website and saved onto our computer system.  Access is restricted to staff processing or assessing the proposals.

Unsuccessful applications

We keep these for two months after the date the decision is notified to the applicant.  This is in case of complaint or request for additional information on the decision.  After this time all electronic documentation is deleted.  Hard copies are destroyed via our confidential waste company.

Successful applications

An electronic copy of the proposal documents is saved on our project management database (Customer Relationship Management) to the end of the project plus one year to allow for any dissemination activity.  At the end of this time the documents are deleted from our system, along with any other documents generated during the term of the project.

The hard copy signed contract is retained indefinitely for legal reasons.

We may appoint an Advisory Group to contribute additional expertise to the work.  In this case we would share a confidential edited version of your Proposal with the group, removing financial information, salary details and CVs.

Most of our funded projects fall within programmes of research.  There are occasions when we carry out an external evaluation at the end of a programme of work, in which case the external evaluator/s would be provided with the edited version of your Proposal as set out above.

What are your rights?

Under certain circumstances, by law you have the right to: 

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on these grounds. You also have the right to object where we are processing your personal information for direct marketing purposes.

Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your personal information to another party. 

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, you can contact our Data Protection Officer who will make every effort to help you.

Contact details:

Data Protection Officer
Joseph Rowntree Foundation
The Homestead
40 Water End
YORK YO30 6WP

Or by email at:  [email protected]

If you are not satisfied with our response or believe we are not complying with the law when using your personal data, you can complain to the Information Commissioner’s Office.