The Charity of Thomas Dawson, Oxford

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data (data subject).  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”) and the Data Protection Act 2018 (the “DPA 2018”).

2. Who are we?

The Charity of Thomas Dawson, Oxford is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Charity of Thomas Dawson complies with its obligations under the “GDPR” by

keeping personal data up to date;

  • by storing and destroying it securely;
  • by not collecting or retaining excessive amounts of data;
  • by protecting personal data from loss, misuse, unauthorised access and disclosure
  • by ensuring that appropriate technical measures are in place to protect personal data whether it is held as hard copy or in electronic format.

We use your personal data for the following purposes: -

  • Processing applications (group or individual) for the award of an educational grant.
  • Administration of an educational grant post award.
  • Processing applications for a tenancy of a property owned and managed by The Charity of Thomas Dawson.
  • Administration of existing tenancies including all aspects of property maintenance, rent management and extension/ termination of tenancies.
  • Administration of payroll if you are an employee.

4. What is the legal basis for processing your personal data?

  • Legitimate interests of the data controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject
  • Legal obligation, to store grant applicants (group and individual), tenants, landlords and trustees’ details in accordance with Charity Commission regulations
  • Explicit consent of the data subject so that we can administer individual grants.

5. Sharing your personal data
Personal data will be treated as strictly confidential and will not be shared outside of the purposes set out in point 3.

6. How long do we keep your personal data?
We keep data in accordance with the statutory guidelines for specific data and to ensure that records are available in case of query or dispute regarding grant educational grant awards or individual tenancies.

7. Your rights and your personal data 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

  • The right to request a copy of your personal data which the Charity of Thomas Dawson holds about you;
  • The right to request that the Charity of Thomas Dawson corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for the Charity of Thomas Dawson to retain such data;
  • The right to object to the processing of personal data and therefore the right to withdraw your consent to such processing at any time. In the specific instance of a grant application this may result in the suspension or withdrawal of an application as the grant cannot be administered without the stated, required information. The Charity of Thomas Dawson shall in its communications inform you clearly if information is optional or mandatory.
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing. As above this request may result in the suspension or withdrawal of an application pending resolution of the dispute.
  • The right to lodge a complaint with the Information Commissioners Office.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Use of cookies

Our Website uses cookies. We use cookies to gather information about your computer for our services and to provide statistical information regarding the use of our Website. Such information will not identify you personally - it is statistical data about our visitors and their use of our Website. This statistical data does not identify any personal details whatsoever. We may also gather information about your general Internet use by using a cookie file. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer, as cookies contain information that is transferred to your computer's hard drive. They help us to improve our Website and the service that we provide to you. All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our Website. 

10. Contact Details

To exercise all relevant rights, queries or complaints please contact:

General Manage

Charity of Thomas Dawson

Charity no: 203258

St Clement's Centre

Cross Street, Oxford


You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

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