Talbot Village Trust Times

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Privacy Policy

Welcome to Talbot Village Trust’s privacy notice.

PRIVACY NOTICE 

This privacy notice provides information on how Talbot Village Trust collects and processes your personal data when you visit our website. 

It is important that you read this privacy notice together with our website privacy policy which contains more detailed information about our data processing and can be accessed here. 

  1. Important information and who we are

Talbot Village Trust acting through its corporate Trustee body is the controller and responsible for your personal data. 

If you have any questions about this privacy notice or our data protection practices, please contact us using the details below. 

Full name of legal entity: Trustees of Talbot Village Trust 

White Farm 

Talbot Village 

Bournemouth 

Dorset, BH10 4JA 

Email address: info@talbotvillagetrust.org 

Talbot Village Trust has appointed a Data Protection Officer to oversee compliance with data protection. The Data Protection Officer is Ian Cheung. Any enquiries about the personal data that we hold should be addressed to the Data Protection Officer at the postal or email address above.  

  1. The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you as follows: 

  • Identity Data. 
  • Contact Data. 
  • Financial Data. 
  • Transaction Data. 
  • Technical Data. 
  • Profile Data. 
  • Usage Data. 
  • Marketing and Communications Data. 
  1. How we use your personal data and the legal basis for the processing

We will only use your personal data for the purpose for which we collected it which include the following: 

 

The Purpose of the Processing: 

 

  

The Legal Basis for Processing: 

 
To process applications to the Trust for grants and loans from community organisations and charities and to administer grants and loans. 

 

 It is in our legitimate interests to evaluate applications and administer grants and loans. 

 
For other individuals representing organisations with whom we have contracts e.g. suppliers, for corresponding with those individuals. 

 

 It is in our legitimate interests to manage relationships with organisations we work with and correspond with their representatives. 

 

The data is necessary to perform the contract between us. 

 
To process applications from potential trustees and others wishing to volunteer for the Trust 

 

 It is in our legitimate interests to process personal information provided by prospective trustees and volunteers to administer and assess applications, undertake appropriate checks, and recruit suitable individuals to support the governance and activities of the Talbot Village Trust. 

 
To prevent and detect fraud against you or us. 

 

 It is in our legitimate interests to detect and prevent fraud and protect our organisation and you from unlawful activity. 

 

We have a legal obligation to prevent fraud. 

 
Other processing necessary to comply with our legal and regulatory obligations that apply to us e.g. under safeguarding obligations and health and safety law, or as otherwise permitted or required by law. 

 

 We process personal data where necessary to comply with legal and regulatory obligations that apply to us. 

 
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies e.g. the Charity Commission. 

 

 We process personal data where necessary to comply with legal and regulatory requirements, including providing information to regulatory bodies such as the Charity Commission in connection with audits, enquiries, or investigations. 

 

In certain cases, where the provision of information is not strictly legally required, processing may be necessary for our legitimate interests in maintaining transparency, good governance, and regulatory compliance. 

 
Ensuring our business policies are adhered to e.g. policies covering security and internet use. 

 

 It is in our legitimate interests to maintain the security and proper operation of our organisation. 

 
Operational reasons, such as improving efficiency, training and quality control. 

 

 It is in our legitimate interests to ensure the effective operation and continual improvement of our organisation. 

 
Ensuring the confidentiality of commercially sensitive information. 

 

 It is in our legitimate interests to safeguard our business information and maintain appropriate levels of confidentiality. 

 

In certain cases, such processing may also be required to comply with legal or contractual obligations. 

 
Statistical analysis to help us manage the Trust e.g. in relation to our financial performance or other efficiency measures. 

 

 It is in our legitimate interests to ensure the effective management and ongoing improvement of our activities. 

 

In certain cases, processing may also be necessary to comply with legal or regulatory reporting obligations. 

 
Preventing unauthorised access and modifications to systems. 

 

 It is in our legitimate interests to maintain the security and integrity of our systems and prevent unauthorised access. 

 
Updating and maintaining records. 

 

 It is in our legitimate interests to ensure that the information we hold is current and correct. 

 

It is also necessary to comply with our legal obligations under data protection law to keep personal data accurate and, where necessary, up to date. 

 
Ensuring safe working practices (including protecting our rights, property or the safety of our employees, volunteers and Trustees or others), staff administration and assessments. 

 

 It is in our legitimate interests to manage our organisation and ensure a safe and secure working environment. 

 

This processing may be necessary to comply with our legal obligations (including health and safety law).  

 

This processing may be necessary for the performance of employment contracts. 

 
The audits of our accounts. 

 

 This processing is required to comply with our legal obligations relating to financial reporting. 

 

In some cases, processing may also be necessary for our legitimate interests in ensuring financial transparency, accountability, and good governance. 

 
To send newsletters, updates and other communications to individuals who have subscribed to receive them.  

 

 Processing is based on your consent to receive marketing communications. 
Handling general enquiries and correspondence. This includes where individuals contact us directly, including by email, telephone, post, or through our website contact form.  

 

This may occur where:  

  • prospective tenants, students or researchers seek permission to film or conduct projects on the estate;  
  • members of the public make enquiries about allotments or other properties;  
  • individuals wish to join waiting lists for cottages; or  
  • other persons contact us for information or assistance. 

 

 Processing is necessary for our legitimate interests, including but not limited to: 

  • communicating with individuals who contact us; 
  • responding to enquiries and requests; 
  • administering our properties, estates, facilities, and services; 
  • maintaining appropriate records of correspondence; 
  • managing waiting lists and requests for information. 

 

The data may be necessary to perform the contract between us or to take steps prior to the contract being entered into. 

 
The Talbot Village Almshouses Trust is governed and managed by trustees of Talbot Village Trust. We handle applications for housing for people in need. 

 

Information requested from applicants may include health, religion and criminal conviction data. 

  

 It is in our legitimate interests to process personal information provided by applicants to administer and assess applications, assess eligibility, undertake appropriate checks, and allocate accommodation to suitable individuals.  

 

The data may be necessary to perform the contract between us or to take steps prior to the contract being entered into. 

 

This processing may be necessary to comply with our legal obligations. 

 

We will process special category or sensitive personal data where your explicit consent to the processing has been obtained. 

 

3a. Email Newsletter Subscriptions  

If you subscribe to our email newsletter, we will use your name and email address to send you updates about Talbot Village Trust, our grant programmes and related news.  

We use Mailchimp, a third-party email marketing platform, to manage our mailing lists and distribute newsletters. Mailchimp acts as a data processor on our behalf and processes personal data in accordance with applicable data protection laws.  

You can unsubscribe from our newsletter at any time by clicking the unsubscribe link in any newsletter email or by contacting us using the details above. 

  1. Consent

If we ask for your consent to use your personal data for marketing purposes, you have the right to withdraw your consent at any time. The form of consent and a subsequent marketing communication will tell you how to withdraw your consent. In addition, you can withdraw consent by email to info@talbotvillagetrust.org. 

The withdrawal of consent will not affect our provision of our services in any way. 

  1. How we share your personal data

We may share your personal data within Talbot / with external third parties, such as the following: 

  • Third parties we use to help run our organisation e.g. IT back up providers; 
  • Our PR company 
  • Our insurers and professional advisers 
  • Our bank. 
  • Estate management organisations 
  • Planning consultants 
  • Partners and key stakeholders. 
  • Email marketing and communications service providers, including Mailchimp, used to distribute newsletters and updates.  
  • We may disclose and exchange information with law enforcement agencies and regulatory bodies (e.g. the Charity Commission) to comply with our legal and regulatory obligations. 
  • The Talbot Village Almshouses Trust is governed and managed by trustees of Talbot Village Trust. We handle applications for housing for people in need and personal data may be shared with the Talbot Village Almshouses Trust (charity number: 249348) for the purpose of providing housing for people in need. 
  1. International transfers

We may transfer, store and process your personal data outside the UK, with our third party IT servers, website hosts and data rooms. 

We use Mailchimp, a marketing platform provided by The Rocket Science Group LLC, which is based in the United States to manage and distribute email newsletters. Mailchimp may process and store personal data outside the United Kingdom, including in countries where data protection laws may differ from those in the UK.  

If there is a need to transfer your personal data outside the UK, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented: 

  • The country has been deemed to provide an adequate level of protection for personal data by the UK; 
  • We may use specific contracts approved by us in the UK which give personal data the same protection that it has in Europe; 
  • We adopt safeguard mechanisms to protect the data, e.g. use encryption and put in place standard contractual clauses. 

For information about how Mailchimp handles personal data, please refer to Mailchimp’s Global Privacy Statement and FAQs. 

  1. How long will your data be kept?

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected. Retention periods are determined by considering the nature of the information, the purpose for which it is held, any legal or regulatory requirements, the need to establish, exercise or defend legal claims and the need to access and refer back to emails and documents for historical reference, particularly in relation to grants, properties and other long-term matters. Further details of our retention periods are available on request. 

  1. Your rights in relation to your personal data

Under certain circumstances, 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 processing it lawfully. 
  • 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 our legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. 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, please contact us by writing to the Data Protection Officer at the contact details at section 1 above. 

Prior to actioning your request, we may ask you to validate your identity and we will only carry out any request by you when we are satisfied that we have validated your identity appropriately. 

  1. Concerns

If you have any concerns about how we have handled your personal data, you have the right to raise your concerns or make a complaint at any time to our Data Protection Officer using the contact details in section 1 above. Please provide details of your concern explaining clearing what has happened for the Data Protection Officer to consider. 

If, for any reason, we are unable to resolve the problem between us, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. The address for the ICO is https://ico.org.uk/make-a-complaint/ or you can contact their helpline on 0303 123 1113. 

  1. Further details

If you are looking for more information on how we process your personal data including on data security, data retention and lawful processing bases, please contact us on the contact details referenced at section 1 above. 

Last updated: 4 August 2026