Mathew Trust
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Funding application privacy notice

Last updated: 3 August 2026

This notice explains how Mathew Trust collects, uses, stores and protects personal information submitted through its funding application process.

1. Who we are

Mathew Trust is a charity registered in Scotland under charity number SC016284. Mathew Trust is the data controller for personal information submitted with funding applications.

Mathew Trust
The Vision Building
20 Greenmarket
Dundee
DD1 4QB

Email: trusts@hlca.co.uk

2. Information we collect

When you submit a funding application, we may collect the following information:

  • your name, role and contact details;
  • information about the organisation you represent;
  • the contents of your application, including project, funding and budget information;
  • your organisation’s accounts and any supporting documents you upload;
  • correspondence connected with the application; and
  • technical information associated with the online submission, such as the date and time of submission and security or spam-prevention data.

The application form is for people aged 18 or over who are applying on behalf of an organisation.

Please do not include sensitive personal information. The application does not request personal information about individual beneficiaries or special category information, such as identifiable information about health, disability, ethnicity, religion, sexual orientation or criminal offences.

3. How we use the information

We use application information to:

  • assess eligibility for funding;
  • review and make decisions about applications;
  • contact applicants and request further information where necessary;
  • maintain appropriate records of applications and decisions;
  • administer, monitor and evaluate grants that are awarded;
  • prevent fraud or misuse of charitable funds;
  • manage enquiries, complaints and legal claims; and
  • meet our charity, accounting, audit, taxation and regulatory obligations.

We do not use funding application information for unrelated marketing and we do not sell personal information.

4. Our lawful bases

We rely on our legitimate interests to receive, assess and administer funding applications, communicate with applicants, maintain suitable governance records and manage Mathew Trust’s grant-making activities. These interests include distributing charitable funds appropriately and operating a fair and effective application process.

We also process information where necessary to comply with legal obligations, including charity governance, accounting, audit, taxation and regulatory requirements.

5. Who can access the information

Application information may be accessed by:

  • authorised Mathew Trust trustees and personnel;
  • authorised Henderson Loggie personnel who assist with the administration of applications;
  • professional advisers or auditors where this is necessary;
  • regulators, public authorities or law-enforcement bodies where disclosure is required by law; and
  • service providers responsible for operating or supporting the Trust’s website, email, backups and IT systems.

Service providers may only use personal information to provide services to Mathew Trust and must handle it in accordance with applicable data protection law and their contractual obligations.

6. Where the information is stored

Online applications and uploaded files are stored within Mathew Trust’s protected website administration system and sent to an authorised Trust email account. Access is restricted to authorised users, and Mathew Trust and Henderson Loggie personnel access application information in the United Kingdom.

Where a service provider processes information outside the United Kingdom, Mathew Trust will ensure that an appropriate legal safeguard is in place.

7. How long we keep the information

We normally keep unsuccessful or withdrawn applications for two years after the application is decided or withdrawn. Successful applications and related grant-administration records are normally retained for six years after the final grant payment or the end of the funded activity, whichever is later.

We may retain information for longer where this is necessary for an active grant, complaint, investigation, audit, legal claim or legal obligation. Information that is no longer required will be securely deleted or anonymised. Copies held in system backups will be removed in accordance with the applicable backup retention schedule.

8. How we protect the information

Mathew Trust uses appropriate technical and organisational measures to protect application information from accidental loss, unauthorised access, alteration, disclosure or misuse. These measures include restricted administrative access, secure user accounts, encrypted website connections, software and security updates, and protected backups.

No website or email system can be guaranteed to be completely secure, but reasonable measures are used to reduce risk.

9. Your data protection rights

Depending on the circumstances, you may have the right to:

  • request a copy of the personal information we hold about you;
  • ask us to correct inaccurate or incomplete information;
  • ask us to delete your information;
  • ask us to restrict how your information is used; and
  • object to processing based on our legitimate interests.

These rights are not absolute. We may need to retain or continue using certain information where this is necessary to comply with a legal obligation or to establish, exercise or defend a legal claim.

To exercise a right, contact trusts@hlca.co.uk. We may ask for information to confirm your identity before responding.

10. Complaints

Please contact Mathew Trust at trusts@hlca.co.uk if you have concerns about how your personal information has been handled.

You also have the right to raise a concern with the Information Commissioner’s Office, the UK’s independent data protection regulator. Further information is available at ico.org.uk.

11. Automated decision-making

Mathew Trust does not make funding decisions solely through automated decision-making or profiling.

12. Changes to this notice

We may update this notice when our application process, systems, service providers or legal obligations change. The latest version will be published on the Mathew Trust website.