Annex 1 – Schedule of personal information processed
Annex 1 – Schedule of personal information processed
Annex 1
| Type of information | Information | Reason | Lawful basis and special condition (where appropriate) |
| Identification information | Name, date of birth, gender | To identify you To prove your identity for due diligence and other legal and regulatory purposes (e.g., “Know your Customer” requirements and money laundering regulations). | Legitimate interests. The Trust has a legitimate interest to identify you as a Trustee or governance stakeholder, or potentially taking this position. It is also in your legitimate interest. Legal obligation. In certain circumstances, the Trust has a legal obligation to identify its Trustees for the purpose of due diligence. |
| Contact information | Address, email address, telephone number, social media, identity documents, including passport and proof of address, emergency contacts information (name, phone, relationship) | To contact you and correspond with you as part of your role. To prove your identity for due diligence and other legal and regulatory purposes (e.g., “Know your Customer” requirements and money laundering regulations). For emergency contact purposes. | Legitimate interests. The Trust has a legitimate interest to contact you as a Trustee or governance stakeholder. It is also in your legitimate interest. Legal obligation. In certain circumstances, the Trust has a legal obligation to identify its Trustees for the purpose of due diligence. |
| Biographical and interests information – information will be collected, depending on position with the Trust (Trustee or governance) | Qualifications, skills, experience, employment history, unpaid positions history, interests, directorships, trusteeships philanthropic interests, your area of interest in the Trust’s work | To ensure suitability for the role and to manage your role effectively. To understand your philanthropic interests and to identify whether you have an affinity to our cause. | Legitimate interests. The Trust has a legitimate interest to ensure that you are suitable for the role as a Trustee or governance stakeholder and have aligned philanthropic and charitable interests. It is also in your legitimate interest. |
| Financial information | Bank account, evidence of expenses (including travel and accommodation whilst attending Trust related events and meetings) | To make payments for expenses. | Legitimate interest. The Trust has a legitimate interest to ensure that you are paid expenses for your role as a Trustee or governance stakeholder. It is also in your legitimate interest. |
| Background checks information | Bankruptcy reports, disqualification from holding office as a Trustee or director, information relating to HMRC’s fit and proper persons checks (where relevant). | For safeguarding pursuant to our legal obligations. To ensure suitability for the role. | Legal obligation (lawful basis) – we have a legal obligation to ensure suitability of our Trustees, for example under the Charities Act. |
| Criminal records and offences information | Criminal convictions and offences – information which prevents Trustees from taking up a role under the Charities Act. | To exercise due diligence with regards to safeguarding the Trust, its reputation, and its employees, volunteers, and customers. | Legal obligation (lawful basis) – we have a legal obligation to ensure suitability of our Trustees, for example under the Charities Act. Substantial public interest (special condition) – regulatory requirements relating to unlawful acts and dishonesty. The processing is necessary for reasons of substantial public interest and for the purpose of complying with a regulatory requirement to determine whether a person has committed an unlawful act or been involved in dishonesty or malpractice or other seriously improper conduct. |
| Medical and health information, including disability information | Information relating to your health conditions and disabilities (where this is relevant to the work). | There is no legal requirement to collect this information, however the Trust may do so in line with its commitment to inclusion, so it is able to offer adjustments to working practices. | Consent (lawful basis). Explicit consent (special condition). You do not have to provide this information, but if you do not, we are unable to fully assess your health and safety, comfort, or ease of undertaking your role or reasonable adjustments. |
| Equality and diversity information | Equal opportunities information, e.g.: gender, sexual orientation, employment status, ethnicity, disability, age. Where this information is volunteered. | For equal opportunities monitoring purposes to aid funding applications, recruitment evaluation and planning. | Consent (lawful basis). Explicit consent (special condition). You do not have to provide this information, but it will help our reporting and help shape our strategy. Where you do provide it, it will be anonymised. |
| Attendance at events information (Trustee co-opted members, and council members only) | Your attendance at Trust related events. | For administration and records purposes. | Legitimate interests. The Trust has a legitimate interest to ensure that it has a record of such attendance. It is also in your legitimate interest. |
Last Edited: 08 December 2023
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