Valencia Communities Fund ('we') is committed to protecting your personal information when you are using our website and applications (our 'services'). Whenever you provide such information, we are legally obliged to use your information in line with all laws concerning the protection of personal information, including the General Data Protection Regulations (GDPR).
- Types of information we may collect about you
- How we look after your information
- How we use your information
- Sharing your information with other people
- Your rights and further information
Please note that our services may contain links to websites that are owned and operated by third parties. These websites and apps will have their own privacy policies that govern the collection and use of your personal information which you should review. We are not responsible for the privacy practices of third party websites so your use of such websites is at your own risk.
Types of information we may collect about you
When you use our services, such as our website to contact us or apply for funding using our application system, we may ask for personal information about you. This can include information such as your name, e-mail address, postal address, telephone or mobile number. Different services may ask for different types of information.
If you are aged 18 or under, you must get your parent/guardian's permission before you provide us with your personal information. However, we would not accept an application for funding from anyone under the age of 18. Unless you have this consent you are not allowed to give us your information.
Here is some more specific detail about the information we may collect:
- Information you give to us: information that you provide by filling in forms on our services. This includes information provided at the time of registering to use our application system or contacting us via our website.
- Contact information: if you contact us, we may keep a record of that correspondence for up to two years. However, if you are successful and receive funding we may keep your details for compliance purposes for up to 30 years.
Submitting information relating to a third party with your application
As part of the application process, you may be required to submit personal details of third parties. These can include letters of support and quotations from sole traders, which may include personal email addresses, phone numbers and postal addresses. You must inform anyone who is submitting personal information as part of this application that it may be viewed and retained by Valencia Communities Fund, which may in turn share these details with Entrust and HMRC. You can find more guidance on this by clicking this link (Section 3.11).
How we look after your information
The information that we collect from you may be transferred to and stored at a destination outside our company office but never outside the European Economic Area (this includes the EU, Iceland, Norway and Lichtenstein). Your information will be processed by local office staff where it is necessary to confirm your organisation's eligibility for funding, to process an application or to provide you with other support services.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee its security and when giving us your information you do so at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
We will hold your information on our systems for as long as is necessary for the relevant service, or as long as is set out in any relevant contract you hold with us.
How we use your information
We will use your information for a number of purposes including the following:
to contact you for reasons related to your account e.g. to provide you with password reminders or to notify you that a particular service has been suspended for maintenance.
- to inform you about the outcome of your Stage 1 or Stage 2 application.
- to remind you about information we are waiting for.
- to contact you about a successful application; to remind you about deadlines; to inform you about the next stage.
- to keep our records up to date.
- to manage required ongoing project compliance with the Landfill Communities Fund and Scottish Landfill Communities Fund regulations.
Sharing your information with others
We will only use your information within Valencia Communities Fund in order to provide the service/product you have requested.
We will only disclose your information to third parties with your consent or where we need to do so in order to provide a service you have requested or improve the service. We will also disclose your information to third parties when the disclosure is required or permitted by law (for example to government bodies and law enforcement agencies). Please note that if you post or send offensive, inappropriate or objectionable content anywhere on our services, or otherwise engage in any disruptive behaviour, we may use your information to stop such behaviour. In this instance we may use your information to inform relevant third parties such as your employer, email and/or internet provider or law enforcement agencies about the content and your behaviour.
We require all third parties with whom we share your information to treat it with the same protection we do. We also require that they do not use your information for their own business purposes.
Your rights and further information
Under the General Data Protection Regulations you have the right to request a copy of the information we hold about you and to have any inaccuracies corrected. We will require you to prove your identity with 2 pieces of approved photographic identification. We will use reasonable efforts to supply, correct or delete personal information which we hold about you on our files.
Valencia Communities Fund is registered as a data controller with the Information Commissioner's Office (ICO) under registration number ZA345732.
The Company Secretary
Valencia Communities Fund
PO Box 977
Tel: +44(0)1823 476476
Last updated: November 2020