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Benevolent Fund

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Privacy Policy

Your privacy is important to you. So we take it seriously.

Privacy Policy

The Chartered Institute of Marketing Benevolent Fund (CIM Benevolent Fund) is committed to protecting your privacy and managing your personal data in accordance with applicable Data Protection Law. This Privacy Policy aims to be clear, concise and transparent about how we collect, store and use your personal data.

Who we are:

CIM Benevolent Fund is a charity registered in England and Wales (Registered Charity Number 235584) and its registered address is: Moor Hall, Cookham, Maidenhead, Berkshire, SL6 9QH, UK.

The Data Controller is The Chartered Institute of Marketing Benevolent Fund. If you have any questions about this Privacy Policy, you can get in contact by writing to:
The Chief Data Officer,
Secretary of CIM Benevolent Fund,
Moor Hall,
Cookham, Maidenhead,
SL6 9QH,

How we collect information about you:

CIM Benevolent Fund may collect, store and use the following kinds of personal information:

► Information that you provide to us for the purpose of enquiring about or applying for a grant.
► Information that you provide to us for the purpose of reporting on grants or providing case studies.
► Information that you provide to us for the purposes of making a donation (e.g. Gift Aid).
► Any other information that you choose to send us.

There is no automated decision making or profiling and we do not collect information about you through the use of cookies when using the CIM Benevolent Fund website.

CIM Benevolent Fund processes special category data in order to carry out its voluntary service for the benefit of our members and others as specified in our trust deed. This may include physical or mental health details, racial or ethnic origin religious or other beliefs of a similar nature. This information is only ever received directly from the applicant and is retained solely for this purpose and is destroyed after seven years.

How we use your personal data:

Personal information submitted to us via email or post, over the telephone, in person or by any other means will be used for the purposes specified in this Privacy Policy.

We may process your personal data for the reasons detailed below:

Grant enquiries:

If you contact us via telephone, email or post to make an enquiry, the information that you provide will be held as long as necessary for our legitimate interests in dealing with your enquiry and the analysis of enquiries received.

Grant applications:

Personal information provided to us via e-mail or post for the purposes of submitting a grant application will be used as appropriate to complete a thorough assessment of your proposal. By providing us with your information, including personal data, and signifying consent on the application form, you will be providing your explicit consent to the collection and retention of any information you provide on our database.


Any other personal information knowingly provided to us, including but not limited to the purpose of contacting us, will only be used for the purpose for which it was given.

The data will not be kept for longer than necessary and will be destroyed securely. Your personal information will not be shared with third parties unless it is required by Law, for example, for the detection or prevention of crime, or for the purposes of furthering your application, e.g. dealing with partner charities, making direct payment to creditors on your behalf. In these latter circumstances, your consent will be sought.

Legal Justification:

Your information will be processed according to Article 6 of the General Data Protection Regulation for the following reasons:
1. As necessary for the performance of tasks carried out in the public interest, in this case for the raising and disbursement of funds.
2. As necessary in the pursuit of the legitimate interests of the CIM Benevolent Fund, in this case, to acquire the information necessary to process grant applications and implement grant disbursements.
3. For compliance with legal obligations, in this case to provide full and accurate information to the Charity Commission.

Security of your information:

CIM Benevolent Fund respects your data and has taken appropriate technical and organisational measures to ensure we have mitigated against such risks as loss or unauthorised access, destruction, misuse, modification or disclosure of data.


We may disclose information about you to any of our employees, Trustees, officers, agents, partners, suppliers or subcontractors insofar as is reasonably necessary for the purposes set out in this Privacy Policy. We will only share your data with third parties for the purposes of delivering our services, fulfilling any contracts we enter into with you, where required by Law or to enforce
our legal rights.

Where necessary, and with your consent, we may also share information with:
► Family, associates or representatives of the person whose data we are processing.
► Current and past employers.
► Healthcare, social and welfare organisations.
► Financial organisations.
► Local and Central Government.
► Other voluntary and charitable organisations.

CIM Benevolent Fund will not disclose your details to third parties except as provided for in this Privacy Policy.

Service providers:

We share your information with various providers who will act as data processors only when necessary to deliver our services and run our CIM Benevolent Fund. These include:
► Telephone and email providers.
► Payment processing providers.
► IT service providers.
► Hosting providers.

Verification requests:

CIM Benevolent Fund reserves the right to share your information with the Chartered Institute of Marketing for the purposes of verifying membership status and history. CIM Benevolent Fund may sometimes receive verification requests from other third-party contacts. CIM Benevolent Fund will only confirm the status of your application if a consent form, signed by you, accompanies the request.

Transfer of your information outside the European Economic Area (EEA):
If you are a member of a non-EEA CIM Region, information that CIM Benevolent Fund collects may be transferred to that Region for the purposes set out in this Privacy Policy.
Non-EEA Regions may not have data protection laws in force equivalent to those within the EEA. CIM Benevolent Fund will nevertheless take steps to ensure that personal data transferred is adequately protected. Any data transferred in this way will be securely encrypted and, once it has been used for the purpose it was transferred, it will be deleted in that region.

Outside of the circumstances described above, we will not transfer your personal data to any country outside the EEA.

How we retain your data:

We will keep hold of your data for a maximum of seven years. The length of time we retain it will depend on any legal obligations we have (such as tax recording purposes), the nature of any funding relationship we have in place with you, the existence of your consent or our legitimate interests as a charity.

Your rights:

You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to the supply of appropriate evidence of your identity.

Subject to certain limitations, you may also have the right to:
► Request that we rectify or erase your information.
► Restrict our processing if you have concerns over your data's accuracy, deletion or fair and lawful use.
► Withdraw consent to the use of your information.
► Receive your personal data in a portable, commonly used, machine-readable format to transfer to another Data Controller. However, in some circumstances we may be unable to provide you with some or all of your personal data, for example, if it compromises the confidentiality of a third party.
► Object to our processing of your personal data.

Concerns and complaints:

If you have any questions about the collection, storage or processing of your data, you are encouraged in the first instance to contact:
The Chief Data Officer,
Secretary of CIM Benevolent Fund,
Moor Hall,
Cookham, Maidenhead, Berkshire, SL6 9QH, UK.
Tel: +44 (0)1628 427002

You also have the right to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner's Office (ICO).

Contact details for the ICO are available on their website: