Privacy Notice

The Joffe Charitable Trust CIO (“Joffe Trust”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This privacy notice explains how we collect, use, share and protect personal information.

Who we are

The Joffe Charitable Trust CIO is a charity registered in England and Wales with registration number 1180520 and is also registered with the Information Commissioner’s Office (ICO).

Our contact details

Address: c/o Sayer Vincent LLP, 110 Golden Lane, London, EC1Y 0TG

Email: info@joffetrust.org

What information we collect

The personal information we collect depends on how you interact with us.

Legal, regulatory and governance purposes

We may collect and use:
* names and contact details;
* job titles and organisations;
* identification information and documents;
* information relating to trustees, staff and other people involved with the charity; and
* other information where necessary to meet our legal, regulatory, accounting, reporting or governance responsibilities.

Recruitment

If you apply for a role with us, we may collect:
* name and contact details;
* date of birth, where necessary;
* employment history and application information;
* references;
* education and qualifications;
* right to work information;
* identification documents, where necessary;
* National Insurance number, where necessary for employment administration; and
* information relating to criminal convictions and offences where necessary and permitted by law.

We may also ask applicants to provide information about a disability or health condition where this is necessary to make reasonable adjustments during recruitment. Health information is special category data and will only be collected and used where permitted by data protection law.

We may ask applicants to complete a separate equality monitoring form, including questions about ethnicity and disability. Where this information is collected anonymously and cannot reasonably be linked to an individual applicant, it is used for statistical and monitoring purposes only and is not used to make recruitment decisions.

Queries, complaints and claims

We may collect:
* names and contact details; and
* correspondence and other information needed to respond to queries, manage complaints or establish, exercise or defend legal claims.

Grant-making and convening activities

We may collect:
* names and contact details;
* job titles and organisations;
* information contained in grant enquiries and applications;
* CVs and professional information;
* correspondence with us;
* information needed to administer and monitor grants;
* information needed for due diligence, governance and compliance;
* records of meetings and decisions;
* dietary requirements, including information about allergies or health conditions where necessary for events or activities; and
* limited technical information about visitors to our website, where applicable.
Please avoid providing personal information about other people to us unless it is necessary for your application or other communication with us.

Why we use your information

We use personal information to:
* assess and administer grant applications;
* carry out appropriate due diligence;
* communicate with applicants, grantees, partners and others;
* administer and monitor grants;
* organise relevant events and activities;
* recruit staff and trustees;
* maintain appropriate financial, governance and charity records;
* evaluate and report on our work;
* protect our organisation against fraud, misuse and security risks;
* comply with legal and regulatory requirements; and
* establish, exercise or defend legal claims.
We will only collect and use information that is relevant and necessary for these purposes.

Our lawful bases

Data protection law requires us to have a lawful basis for collecting and using personal information. The lawful basis we use depends on the purpose for which we are processing the information.

Legitimate interests

We may process personal information where this is necessary for our legitimate interests, or those of a third party, provided that those interests are not overridden by your rights and interests.

Our legitimate interests may include:
* administering our grant-making and convening activities;
* maintaining appropriate records and relationships with applicants, grantees, partners and stakeholders;
* recruiting and managing staff and trustees;
* organising events and activities; and
* protecting the charity, its people and resources from fraud, misuse and security risks.
Before relying on legitimate interests, we consider whether the processing is necessary and whether our interests are balanced against your rights and freedoms.

Legal obligation

We may process personal information where this is necessary for us to comply with a legal obligation.

This may include processing information relating to staff, trustees and others involved with the charity to meet our legal, regulatory, accounting and reporting responsibilities, and providing information to regulators or other bodies where we are legally required to do so.

Contract and pre-contractual steps

We may process personal information where this is necessary to take steps at your request before entering into a contract, or to enter into or perform a contract with you.

For example, this may apply to recruitment and employment-related processing.

Consent

In some circumstances, we may process your personal information where you have given us your consent.
Where we rely on consent, you can withdraw your consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before you withdrew your consent.

Legal claims

We may process personal information where this is necessary to establish, exercise or defend legal claims.

Special category information

Some information is considered particularly sensitive under data protection law. This includes information about:
* health or disability;
* racial or ethnic origin;
* religious or philosophical beliefs;
* trade union membership;
* genetic or biometric information used for identification; and
* sexual orientation.

Where we process special category information, we will have both a lawful basis under Article 6 UK GDPR and an appropriate condition under Article 9 UK GDPR. Where required, we will also comply with the additional requirements of the Data Protection Act 2018.

We will only process special category information where it is necessary and permitted by law and will apply appropriate safeguards.

Criminal offence information

Where necessary for recruitment, safeguarding or other lawful purposes, we may process information relating to criminal convictions and offences, including information obtained through appropriate background or DBS checks.

We will only process this information where permitted by law and where the relevant safeguards and conditions under data protection law apply.

Where we get information from

We normally collect personal information directly from you.

We may also receive information from:
* organisations you work for or represent;
* referees;
* professional advisers;
* publicly available sources;
* regulators; and
* other organisations where this is necessary for grant-making, due diligence, governance or compliance.

The information we receive from these sources may include contact details, professional information, references, information relating to grant applications and due diligence information, depending on the circumstances.

Who we share information with

We only share personal information where there is a lawful reason to do so.

This may include sharing information with:
* our trustees and staff, where necessary for their roles;
* professional advisers, accountants, auditors and legal advisers;
* banks and payment providers;
* payroll, HR, IT, website and other service providers;
* organisations involved in relevant events or collaborations; and
* the Charity Commission and other regulators or public authorities, where required or permitted by law.

Where another organisation processes personal information on our behalf, we will put appropriate safeguards in place.

We do not sell personal information.

Transfers outside the UK

Some of our service providers may process personal information outside the UK.

Where this happens, we will ensure that the transfer is permitted under UK data protection law and that appropriate safeguards are in place.

How long we keep information

We will only keep your personal information for as long as necessary for the purposes for which it was collected, including to meet our legal, accounting and reporting obligations.

Our retention periods vary depending on the type of information and why we need it. We regularly review the information we hold and securely delete or anonymise information when it is no longer needed.

You can contact us using the details above if you would like more information about our retention periods or the criteria we use to determine them.

Keeping information secure

We use appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access or disclosure.

If we become aware of a personal data breach, we will deal with it in accordance with our legal obligations.

Cookies

Our website only uses cookies that are strictly necessary for it to work, for example to keep site administrators logged in. We do not use analytics, advertising or tracking cookies. You can block or delete cookies at any time through your browser settings.

Technical data
When you visit our website, our hosting provider and security software record technical information such as your IP address, browser type and the time of your visit. We use this only to keep the website secure and to prevent misuse.

Communications

We may contact applicants, grantees, partners and other people with whom we have a professional relationship about our work, events, grants or activities.
Where communications constitute direct marketing, we will comply with the Privacy and Electronic Communications Regulations 2003 (PECR) and data protection law.

Where the requirements are met, as a charity we may use the charitable purposes soft opt-in to send certain electronic marketing without consent. We will provide an opportunity to opt out when required and in each subsequent communication.

You can ask us to stop sending optional communications at any time by contacting info@joffetrust.org.

Your data protection rights

Depending on the circumstances and the lawful basis we rely on, you may have rights under data protection law, including:
* The right of access – you can ask us for copies of your personal information.
* The right to rectification – you can ask us to correct inaccurate or incomplete personal information.
* The right to erasure – in certain circumstances, you can ask us to delete your personal information.
* The right to restriction of processing – in certain circumstances, you can ask us to limit how we use your personal information.
* The right to object – in certain circumstances, you can object to our processing of your personal information.
* The right to data portability – in certain circumstances, you can ask us to provide personal information you have given us in a structured, commonly used and machine-readable format, or to transfer it to another organisation.
* The right to withdraw consent – where we rely on consent, you can withdraw your consent at any time.

Some rights do not apply in all circumstances and may be subject to exemptions.

We will respond to your request without undue delay and normally within one month. In certain circumstances, we may extend this period by up to two further months. If this applies, we will explain why.

To exercise your data protection rights, please contact us at info@joffetrust.org.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: info@joffetrust.org

If you remain unhappy with how we have used your personal information after raising a complaint with us, you can also complain to the Information Commissioner’s Office (ICO).

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Changes to this notice

We may update this notice from time to time to reflect changes to our activities or to data protection law.
The latest version will always be published on our website.

Last updated: September 2026