This privacy policy explains how we use your personal data when you visit our website, sign up to receive our newsletters or attend events, or make an application for funding.

Who are we?

The Youth Endowment Fund (YEF) is a Charitable Trust. We are registered with the Charity Commission for England & Wales with charity number 1185413.

For data protection law purposes, we are the controller of your personal data and we are registered with the Information Commissioner’s Office with registration number ZA934120.

How to contact us

If you have any questions about this privacy policy or the personal data we hold about you please contact us:

• by email: andrea.ramsay@youthendowmentfund.org.uk
• by writing to: Chief Operating Officer, Youth Endowment Fund, 1st Floor​, 64 Great Eastern Street, London, EC2A 3QR

What personal data do we collect from you and how do we use it?

When you sign up to receive a service from the Youth Endowment Fund website by completing an online form, such as a newsletter, download of a report, filling out our contact form, completing a registration form on a third-party platform for event/webinar registration or completing a survey, we will ask for limited personal information. We will also collect personal information from you when you communicate with us over the telephone or via written correspondence. This can include information such as your name, postal address, telephone or mobile number, email address. By entering your details in the fields requested, you enable the Youth Endowment Fund to provide you with the services you select.

When you visit our website

Our website uses cookies to collect technical information (such as your IP address, the device you’re using and your browser) and usage data to help us understand more about how you interact with our website (for example, which pages you visit). You can find more information about how we use cookies below.

We will also collect personal data from you if you fill in the ‘contact us’ form on our website or send us an email. We will use the information that you provide to consider and respond to your message.

Our website contains links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections might allow third parties to collect or share personal data about you. We do not control those websites and we are not responsible for how they may use your personal data. When you leave our website, we encourage you to read the privacy policy of every website you visit.

When you subscribe to our newsletter or register for events

We would like to keep in touch with you about our policy work, events and general news. If you sign-up to receive our email newsletters we will ask you to provide your full name and email address. You can unsubscribe at any time by clicking the ‘unsubscribe’ link in each newsletter.

If you register to attend events organised by or involving YEF, we will collect some personal data from you so that we can provide you with information about the event and keep you updated if there are any changes to the event programme. We may also share your personal data with our event partners, for example, the venue or online platform that we are using to host the event, a third-party website we use to book tickets, or funders and speakers involved with the event.

When you apply for funding

If you apply to YEF for grant funding we will ask you to provide contact details for someone at your organisation. We will use this personal data to contact you about your application (for example, to request further information) and to let you know the outcome.

If you are awarded grant funding from YEF, we will use your personal data to keep in touch with you (for example, to ask for updates or reports), to administer the grant, and to carry out internal research and analysis (for example, to understand more about the organisations that YEF funds). We may also share your personal data with our funding partners, including:

• the Home Office, who fund our work;
• the external data analyst engaged by YEF to support unbiased decision-making in our funding assessments; and
• external evaluators that we work with to review our funded projects.

When you download a report

We may ask you to complete limited personal information when downloading some of our larger reports. This information will include full name, organisation, sector, and email address. We will use this data to support with the following:

• planning and managing our business activities by understanding aggregated analysis on behaviour and habits.
• provide personalised reports and evidence-based analysis for specific sector groups and/or organisations.
• to track traffic flows and to make our content easier for you to review, and to better understand how our website is used.

Change of purpose

We will only use your personal data for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent if required or permitted by law.

Our lawful basis for using your personal data

We always need to have a valid reason in law for using your personal data. We ask for your consent to send email newsletters to you and to use non-essential cookies on our website. In most other cases, we use your personal data where we have a legitimate interest which fits with your privacy rights. We use your personal data in this way to:

• deliver events you’ve signed up to attend, provide you with information about them, and to ask for feedback following the event;
• consider and respond to enquiries, requests or complaints from you;
• consider, and make decisions about, applications for grant funding;
• review and analyse grant applications we receive; and
• if your funding application is successful, administer the grant and liaise with our funding partners.

Less commonly, we may use your personal data if we are under a legal obligation or if we need to use your information to deliver a contractual service to you.

How we protect your personal data

We store all personal data safely and securely and we have security measures in place to prevent your personal data from being accidentally lost, altered, disclosed, used or accessed in an unauthorised way.

We will only keep your personal data for as long as reasonably necessary for the purposes we collected it, including to satisfy 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 a legal claim requiring the use of your personal data.

We only ever share your personal data with third-parties outside YEF if we are satisfied that it is lawful and fair to do so. Some examples of when we might share your personal data include:

• giving our external service providers access to your personal data on our systems (for example, to provide IT support to YEF);
• sharing with our funding partners, as described in this privacy policy;
• sharing with our professional advisers such as our accountants, auditors, bankers, insurers and lawyers;
• if we are under a legal duty to disclose or share your personal information (for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime);
• where we need to share your personal information with a regulator (for example, making returns to HMRC or reports to the Charity Commission); or
• as part of a sale, transfer or merger of parts of our organisation or our assets.

We limit access to your personal data to employees, agents, contractors and other third parties who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We store personal data on our servers in the UK and on Salesforce, whose servers are in the USA. Salesforce have in place binding corporate rules for transfers of personal data between their group companies in different countries and we have entered into Standard Contractual Clauses with Salesforce to protect any transfers of personal data that are not covered by those binding corporate rules.

Your rights

You have the right to:

• Request access to your personal data (also 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.
• Ask us to correct personal data that we hold about you which is incorrect, incomplete or inaccurate.

In certain circumstances, you also have the right to:

• ask us to delete or stop using your personal data, for example where the data is no longer necessary for the purposes of processing;
• object to us using your personal data where we are relying on our legitimate interests as our lawful basis or where we are using your personal data for marketing purposes;
• ask us to stop processing your personal data for a period of time (for example, if there is a dispute about whether or not your interests override our legitimate grounds for using your data);
• withdraw your consent at any time.

If you are unhappy about how we have used your personal data you have the right to complain to the Information Commissioner (https://ico.org.uk/make-a-complaint/), but we would always appreciate the opportunity to discuss your complaint with you first.

Cookies

Cookies are files placed on your browser or device to collect information which is used to track how visitors use our website, to compile statistical reports on website activity, and to make our website easier to use.

We use Google Analytics to analyse the number of visitors to our website and to see how visitors interact with the site. This information helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

You can consent to cookies or set your cookie preferences when you first visit our website. You can also change the cookie settings in your web browser – the “Help” menu in the toolbar of most browsers will tell you how to change your cookie settings or to disable cookies altogether.

Changes to this privacy policy

We keep our privacy policy under regular review and you should check our website from time to time to find the most up to date information about how we use your personal data.