PRIVACY STATEMENT
The Horizon Foundation (HF) collects, processes and uses information about individuals who come into contact with it, particularly its scholars, beneficiaries and partners, supporters and/or donors, trustees, employees/staff, mentors and volunteers, and website visitors. This statement explains how HF uses the personal information we collect from you, why we collect it and what we do with it. HF fully complies with all laws and regulations applicable to the processing of any personal data under the UK Data Protection Act 2018 and the UK General Data Protection Regulation – GDPR (“Data Protection Law”).
1. HOW WE COLLECT AND USE YOUR PERSONAL INFORMATION
We may collect and/or process your Personal Data only as stated in this Policy, for the purposes described below. We do not sell, share or transfer Personal Data to third parties, other than in the specific circumstances described in section 3.
Registration and Communication
You may give us your name and contact information by: filling in forms on our website; subscribing to our publications, newsletters and updates about our activities and events; registering for or enquiring about our activities, events and services; contacting us through our website; joining our Scholars’ Private Members page; responding to our surveys; donating to HF; communicating with HF and its affiliates (trustees, staff, mentors and volunteers) through phone, email or direct interaction.
HF keeps records on its scholars, supporters, donors, partners and affiliates (trustees, staff, mentors and volunteers) for administrative and communication purposes. We may also store photographs of you and will use all reasonable efforts to seek your consent before displaying photographs in which you appear. If this is not possible (for large group photos or videos involving an event, for example) we will remove any photograph or video if a valid complaint is received. We use the information you give us to: send you publications, newsletters and updates which you are free to unsubscribe from at any time; provide you with the services and the information about our activities and events that you have requested; communicate with you in connection with our charitable aims and activities.
Administration and Management
You may provide your name, contact information and other personal information (such as CVs, references, photographs, applications, reports, etc.) to us if you: apply for a job or a consultancy at the Horizon Foundation; volunteer or mentor with HF; apply for and/or receive a grant.
We use the information you give us to assist the effective management and in the efficient running of HF services. HF keeps records for administrative, statistical and reporting purposes. Information may be provided by you on application forms and questionnaires, or by your school or university or employers, in the form of reports or references. HF also keeps records on staff, volunteers, mentors and trustees for recruitment, equal opportunities monitoring, distribution of organisational material, payroll, pension, insurance, performance appraisal and management.
We may also store photographs or videos of you. We will use all reasonable efforts to seek your consent before displaying photographs or videos in which you appear. If this is not possible (for large group photos or videos involving an event, for example) we will remove any photograph or video if a valid complaint is received. Photographs will be used for HF’s publications only and will not be passed to any third party. HF will contact you occasionally by email, phone or post; and if you are a Horizon scholar then HF will inform other Horizon scholars of your name, course, institution and e-mail address to encourage networking and will contact your centre of study to obtain academic reports, progress reports and examination results.
Third Party Information
We may also receive information about you from third parties, for example from our service providers. When you visit our sites, we use third party services to collect certain technical information from your device including standard Internet log information i.e. Internet Protocol (IP) address, browser type and version, and page interaction information.
Cookies
The Horizon Foundation uses cookies – small files stored in user web browsers – to improve the functions of the Horizon website, including optimising presentation of information, streamlining the log-in process, and recording user preferences. Cookies may store personal information including browser information, IP address and username. Please see https://www.wikihow.com/Disable-Cookies for information on how to disable cookies. However, if a user disables cookies, he/she may not be able to log into or use certain features of the Horizon website.
The technical information we collect when you visit our websites is used for site administration and internal operations (i.e. troubleshooting, data analysis, testing, research, statistical and survey purposes). This enables us to improve our websites to ensure that content is presented in the most effective manner for you and for your device, to allow you to participate in interactive features of our services when you choose to do so, and as part of our efforts to keep our websites safe and secure.
For detailed cookie information please see https://horizonfoundation.info/cookies/
2. LAWFUL BASIS
If you voluntarily choose to provide your name and contact and other information in the ways listed above, we will rely on your consent and/or our legitimate interests to use any personal information as described below. We will consider any potential risks to you through our use of such personal information.
3. SHARING YOUR PERSONAL INFORMATION
Horizon’s trustees, staff and, occasionally, consultants will have access to your information. The Foundation’s email and database service providers may have access to some, mainly scholar, data as necessary. Service providers are bound by confidentiality arrangements to ensure that data is protected in accordance with this policy.
For the purposes described above we may share your information with our service providers (such as Mail chimp), suppliers (such as our website designer and host), partners, associated organisations and agents.
The Foundation will not sell your personal information to third parties under any circumstances, nor do we permit third parties to transfer the personal information we have shared with them other than for the purposes described above.
We reserve the right to disclose your personal information to third parties:
- Should we merge with another organisation to form a new entity, your personal information may be transferred to the new entity
- If we acquire or divest any programme or assets, we may disclose your personal information to the previous or new owner or operator of the programme or assets.
- For auditing purposes
- If we are under any legal or regulatory obligation to do so; and
- In connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.
4. INTERNATIONAL DATA TRANSFERS
Only if necessary, we may transfer your personal information to organisations based outside the UK. Please note that certain countries outside of the UK have a lower standard of protection for personal data, including lower security protections. Where your personal data is transferred, stored, and/or otherwise processed outside the UK in a country which does not offer an equivalent standard of protection to the UK, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards designed to protect your personal data (for instance, entering into the UK’s approved standard contractual clauses). If you have any questions about the transfer of your personal information, please contact us using the details at section 9 below.
5. LOOKING AFTER YOUR PERSONAL INFORMATION
We securely store all personal information you provide to us. As the transmission of personal information via the Internet is not completely secure, we cannot guarantee the security of your personal information transmitted to our websites; any transmission is at your own risk.
Once we have received your personal information, we will use appropriate procedures and security features to try to prevent unauthorised access. Information is stored on HF’s password protected scholar database, password protected computer systems, and rarely on hardcopy paper files. HF will take reasonable steps to keep personal data up to date and accurate. No more data is collected than necessary for the purpose declared.
Adequate measures will be taken to safeguard data so as to prevent loss, destruction or unauthorised disclosure. Any data breach will be reported immediately to the Foundation’s Trustees and external advice will be commissioned for any investigation and response.
Data will generally be held as long as necessary for the Foundation’s charitable and legal functions (up to six years). Some data such as name, contact details and basic background information and data on scholars’ academic, career and other progress will be held indefinitely for business, legal and statistical reporting purposes. Where it is no longer appropriate to keep an individual’s personal data it will be destroyed. If a request is received from an individual to destroy their personal data, HF will request that all staff holding paper or electronic details for the organisation destroy them. However, some scholar data such as name, gender, nationality, school/university attended with Horizon funding and pass/fail information may still be retained for statistical and review purposes. Appropriate measures will be taken to ensure that data which has been earmarked for destruction cannot be reconstructed and processed by third parties. When data held in accordance with this policy is destroyed, it will be destroyed securely in accordance with HF’s file retention policy.
6. YOUR RIGHTS
You have the right to ask us not to use your personal information for marketing purposes by checking certain boxes on the forms we use to collect your personal information, or by contacting us.
HF is fully committed to facilitating access by data subjects to their personal data while bearing in mind the need to protect other individuals’ right to privacy. You have the right to access personal information held about you. You may also withdraw your consent to storage of your data, request correction or erasure of your data, or request restriction in the ways that we process your data. If you wish to exercise any of these rights, you should send your request in writing to mail@horizonfoundation.info. HF will respond within 30 calendar days to any such request.
7. CHANGES TO THIS POLICY
This policy will be reviewed periodically to take account of changes to the law and guidance issued by the Information Commissioner’s Office (ICO). We will inform individuals in our contact database by email if we make any significant changes to this policy.
8. THIRD PARTY SITES
Our websites may contain links to and from the websites of third party affiliates. These websites have their own privacy policies which you are advised to read. We accept no responsibility or liability for such policies.
9. CONTACT
The Controller of your personal information is the Horizon Foundation. HF representatives are responsible for monitoring compliance with relevant legislation in relation to the protection of personal information. Please contact us if you have any concerns or questions about the above information or you wish to ask us not to process your personal information for particular purposes. Where you have specific requests relating to how we manage your personal information, we will endeavour to resolve these, but please note that there may be circumstances where we cannot comply with specific requests. If we are unable to resolve your concerns about the way HF collects, processes or stores your personal information then you have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns.
We can be contacted by email at: mail@horizonfoundation.info