Privacy Policy

1. Your personal data – What is it?

  • Personal data relates to a living individual who can be identified from that data.  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 Regulations (“GDPR”).

2. Who are we?

  • The Rotary Club of Brentwood a’ Becket (“The Club”), whose work in the community extends to making donations from the Brentwood a’ Becket Charity Trust Fund (“the Trust”). The Secretary of the Club, who is also the Secretary  of the Trust,  is the Data Controller (contact details below).  This means that, in association with the Club, the Trust  decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

  • The Club and Trust  comply with their obligations under the General Data Protection Regulations 2018  (GDPR) by ensuring that personal data is kept 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 and by ensuring that appropriate technical measures are in place to protect personal data.

  • We collect information about you through our on-line application form or any hand written applications for two reasons: firstly, to process your application  and secondly to provide you with the best service possible. We will not email you in the future unless you have given us your consent. The information we will collect about you when you apply  includes:

    • Name of the applicant acting for the charity or organisation which is making the application.

    • Phone number of the applicant acting in that same capacity.

    • Email of applicant acting in that same capacity

    • Address of applicant acting in that same capacity

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

  • We will never collect sensitive information about you without your explicit consent.

  • Processing is necessary for carrying out due diligence to satisfy ourselves on matters relating to any donation or other legal obligations.

5. Sharing your personal data

  1. The information we hold will be accurate and up to date. The personal information that we hold will be treated as strictly confidential and will be held securely. If you wish to review the information that we have about you, please contact us on

  2. We use the information you provide to keep you advised of progress with your application, including follow up questions for clarification of how any donation granted would be applied.

6. How do we manage your data?

  • We have designed our Club web site to protect the information we collect online from unauthorised access. We safeguard your private information by implementing the appropriate physical, electronic and managerial procedure necessary to protect your privacy. We are committed to protecting your privacy and have security measures in place to prevent unauthorised access to and disclosure of your personal information.

  • With the exception of name and e-mail address, we undertake to delete all other personal information, 6 months after your initial application unless it has resulted in a qualified pledge or actual donation; in which case the information will be held for 12 months after the grant of any such qualified pledge or actual donation..


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 Club holds about you;

  • The right to request that the Club 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 Club or Trust to keep such data on file;

  • The right to withdraw your consent to the processing at any time;

  • The right to request that the Data Controller provides you with details of personal data being held in your name and, where possible, to transmit that data directly to another data controller, known as the right to data portability, (where applicable);

  • 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;

  • The right to object to the processing of personal data, (where applicable); and

  • 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. Contact Details

  • To exercise all relevant rights, raise queries or make complaints please in the first instance contact the event organisers on

  • If you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Information Commissioners Office on 0303 123 1113 or by post (details of their current address can be found on their website)​

10. Consent

  • By submitting information to the Club and the Trust you consent to the collection and use of this information. If we decide to change our Privacy Policy, we will post those changes on this page so that you are aware of what information we collect, how we use it and under what circumstances we disclose it.