Privacy notice for stakeholder management for our events

1st Jan 2020

This privacy notice tells you what to expect regarding the personal information collected and processed by the Joseph Rowntree Foundation (JRF) and how we manage it.

Who are we?

We are Joseph Rowntree Foundation (JRF), a company limited by guarantee (12132713) and a registered charity (Scotland: SC049712; England and Wales: 1184957). Our address is The Homestead, Water End, Clifton, York, YO30 6WP.

What data we hold about you

To ensure we can keep you informed of our work we hold the following personal information on you – name, address, job title, organisation, telephone number and email address. We also keep records of our communications and interactions with you, for example, notes of our meetings with you; records of which of our events you have attended (including sensitive personal data such as dietary/accessibility requirements) and email exchanges between us.

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.

How do we use your personal information?

Your data will be processed under the legitimate business interests of JRF where our work is to solve UK poverty through influencing policy. Your details will not be used to promote our services but will be used to provide you with information you’ve requested or which we feel may interest you, such as our new research publications or sending you details of our events.

Photography and filming is frequently used at our events. Notices will be placed at the event informing all delegates of photography and filming. You have the right to withhold your consent to be involved in photography or film at any of our events. Please let [email protected] know in advance.

Who we share it with

We will share your personal information with third parties in response to valid requests by government authorities, law enforcement and regulatory authorities and for taxation. It may also be shared to third parties who provide services to us under contract. For events purposes we will share your full name and organisation details with both our event partners and event delegates.

Keeping your information up-to-date

To make sure we always have the most up-to-date information about how to contact you, we may also, from time to time, update your records to reflect any changes to your personal information.

This information may come directly from you, or it may come from a legitimate and reputable source in the public domain.

How long we keep your information

Your information will be stored on our systems and reviewed internally on an annual basis for accuracy. If there was been no activity with you in the last two years, your details will be deleted.

For the purposes of our events, sensitive personal data relating to individual access or dietary requirements will be removed from our contact management system 72 hours after the event. You have the right to object to us using your personal data for the above purposes and if at any point you would like to remove your details from our system please email:

  1. [email protected] for any event-specific enquiries regarding personal or sensitive data (photography and filming; access or dietary requirements)

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

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.