THE MICHAEL AND BARBARA BELL FOUNDATION (CIO)
PRIVACY POLICY
This privacy policy sets out how The Michael and Barbara Bell Foundation (CIO) uses and protects your personal data.
Important Information and Who We Are
The Michael and Barbara Bell Foundation (CIO) is a registered charity (charity number 1208296) which aims to support young individuals in the advancement of amateur sport in the Mole Valley, Reigate and Banstead areas.
This privacy policy gives you information about how The Michael and Barbara Bell Foundation (CIO) collects and uses your personal data through your use of this website, including any data you may provide when you apply to us for a grant or donation.
The Michael and Barbara Bell Foundation (CIO) is the controller and responsible for your personal data. In this privacy policy we use the expressions “we”, “us” or “our” when referring to The Michael and Barbara Bell Foundation (CIO).
If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 9), please contact us using the information set out in the contact details section (paragraph 10).
The Types of Personal Data We Collect About You
Personal data means any information about an individual from which that person can be identified.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, last name, any previous names, title, date of birth and gender.
- Contact Data includes postal address, email address and telephone numbers.
- Organisation Data includes name(s) and contact detail(s) of individuals working at schools, sports clubs or other relevant organisations.
- Financial Data includes bank account details.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
- Health Data includes details relating to injury, disability or medical history.
How Is Your Personal Data Collected?
We use different methods to collect data from and about you including through:
- Your interactions with us. You may give us your personal data by filling in forms, asking about our grants or by corresponding with us by post, phone, email or otherwise. This includes any personal data you provide when you apply for a grant or donation.
- Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. Please see our cookie policy [LINK] for further details.
- Third parties or publicly available sources. We will receive personal data about you from various third parties as set out below:
- analytics providers such as Google based outside the UK;
- Identity, Contact and Financial Data may be collected from parents, guardians, schools, nursery’s, sports clubs or similar organisations inside the UK.
How We Use Your Personal Data
Legal basis
The law requires us to have a legal reason (known as a “legal basis”) for collecting and using your personal data. We rely on one or more of the following legal reasons:
- Public task: Where the processing is necessary to perform a task in the public interest, and that task has a clear basis in law. For example, we may need to use your information to support you in the best way we can, as required under charity law.
- Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you. For example, where we agree to pay you a grant, we will need personal data such as your name and bank account details to pay that grant to you.
- Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud or to enable us to give you a more secure user experience, when you use our website. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
- Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. For example, a court officially ordered us to disclose your information. We will identify the relevant legal obligation when we rely on this legal basis.
- Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.
For Health Data that we collect, we must have another legal reason as well as ‘public task’, or ‘legal obligation’. It is called a ‘condition’. If we don’t have another reason, or condition, we will not collect Health Data from you. These conditions are:
- where you have told us we can collect this information (consent);
- where we need to protect yours or someone else’s life (vital interest);
- where you have made the information public; or
- for health or social care reasons.
Why we will use your personal data
We have set out below a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
| Purpose/Use | Type of data | Legal basis |
| To register you as a recipient (or potential recipient) of a grant |
(a) Identity (b) Contact (c) Health Data |
(a) Performance of a contract (b) Public Task |
| To administer and monitor any grants, including managing payments and collecting money |
(a) Identity (b) Contact (c) Financial (d) Health Data |
(a) Performance of a contract (b) Public Task (b) Necessary for our legitimate interests |
|
To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Dealing with your requests, complaints and queries |
(a) Identity (b) Contact (c) Profile |
(a) Performance of a contract (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you |
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) |
(a) Identity (b) Contact (c) Technical |
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
| To use data analytics to improve our website, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing |
(a) Technical (b) Usage |
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
Cookies
For more information about the cookies we use and how to change your cookie preferences, please see [LINK TO YOUR COOKIE POLICY].
Disclosures of Your Personal Data
We may share your personal data where necessary with the parties set out below for the purposes set out in the table at Why we will use your personal data. This may include specific third parties such as sports organisations, nurseries, schools or similar organisations which receive a grant or donation from us. We may also share your personal data with others who provide elements of services for us, such as IT service providers delivering and supporting our website.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
International Transfers
We do not transfer your personal data outside the UK.
Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data Retention
How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
In some circumstances you can ask us to delete your data: see paragraph 9 below for further information.
Your Legal Rights
You have a number of rights under data protection laws in relation to your personal data.
You have the right to:
- Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
- You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see OPTING OUT OF MARKETING in paragraph 4 for details of how to object to receiving direct marketing communications).
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
- If you want us to establish the data’s accuracy;
- Where our use of the data is unlawful but you do not want us to erase it;
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
If you wish to exercise any of the rights set out above, please contact us using the Contact details (paragraph 10).
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Contact Details
If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:
- Email address: hello@mbbellfoundation.org.uk.
- Postal address: The Michael and Barbara Bell Foundation (CIO) c/o Bullimores Chartered Accountants, Old Printers Yard, 156 South Street, Dorking, RH4 2HF.
Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the Privacy Policy and Your Duty to Inform Us of Changes
We keep our privacy policy under regular review.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.
Third-party Links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
THE MICHAEL AND BARABARA BELL FOUNDATION (CIO)
August 2025
