Privacy Policy – Deep Release Bursary Fund

Registered Charity No. 1112125
Last updated: [30/10/25]

1. Introduction

The Deep Release Bursary Fund (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal data responsibly.
This Privacy Policy explains how we collect, use, and store your information when you apply for financial support, make a donation, or otherwise interact with us.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions, please contact us:

Email: info@deeprelease.org.uk
Post: Deep Release Bursary Fund, PO BOX 3853, Norwich NR5 5BJ
Tel: 01277 226121

2. What Information We Collect

We may collect and process the following personal information:

  • Your name, postal address, email address, and phone number

  • Information relevant to bursary or grant applications (e.g. course details, financial or personal circumstances, training background)

  • Donation details (including standing orders, bank transfers, or cheques)

  • Gift Aid declarations (where applicable)

  • Correspondence and communications with us

  • Website usage data collected through cookies or analytics tools

If you provide personal details about someone else (for example, a referee), please ensure you have their permission first.

3. How We Use Your Information

We use your data for the following purposes:

  • Processing and assessing bursary or grant applications

  • Communicating with you about your application or donation

  • Managing charitable funds, including accounting and reporting requirements

  • Processing Gift Aid claims with HMRC (where applicable)

  • Maintaining appropriate records of our charitable activities

  • Very occasionally updating regular donors about the impact of the bursary fund and our ongoing work

We do not sell your data or share it for marketing by other organisations.

4. Legal Basis for Processing

We process your personal information under one or more of the following lawful bases:

  • Contract: to process and administer your bursary or donation.

  • Legal obligation: to comply with accounting, reporting, and Gift Aid requirements.

  • Legitimate interest: to communicate with regular supporters and ensure the effective administration of the charity.

  • Consent: when you have explicitly agreed to receive communications beyond essential updates.

5. Who We Share Your Information With

We only share your information when necessary to fulfil the purposes above, and always in accordance with data protection law.
This may include:

  • Deep Release Ltd – to facilitate booking onto a course you have received a bursary for.

  • PACT Ltd – to arrange a bursary for Regional Training Groups or Group Supervision.

  • IT support services – e.g. Anthian Computer Systems Ltd, Chris Dyer, who help maintain our systems.

  • Accountancy services – legal and financial record-keeping.

  • HMRC – for the administration of Gift Aid.

  • Lloyds Bank – for processing donations and bursary payments.

All third-party providers are required to handle your data securely and in compliance with UK GDPR.

6. Marketing and Donor Communications

We may occasionally contact regular donors and supporters to:

  • Express our thanks for their ongoing support,

  • Share brief updates about the impact of the bursary fund, or

  • Inform them of opportunities to continue or increase their support.

Such contact is made on the basis of legitimate interest and is respectful, minimal, and infrequent.
You can opt out of these communications at any time by contacting us at info@deeprelease.org.uk or calling 01277 226121.

We will never sell or share your details with other companies for marketing purposes.

7. Data Retention

We keep your personal data only as long as necessary to fulfil our legal, financial, and charitable obligations:

  • Financial and donation records – 6 years after the end of the financial year (required by HMRC and charity law)

  • Bursary applications – kept for up to 6 years after the end of the financial year in which the application was made

  • Mailing or donor contact details – until you withdraw consent or request deletion

8. Your Rights

Under UK GDPR, you have the right to:

  • Access – request a copy of the personal data we hold about you.

  • Rectify – correct inaccurate or incomplete information.

  • Erasure – request deletion of your data, where legally possible.

  • Restriction – ask us to limit processing of your information.

  • Data portability – request a copy of your data in a portable format.

  • Object – to certain uses of your data, such as communications under legitimate interest.

To exercise your rights, please contact info@deeprelease.org.uk.
We will respond within one month of receiving your request.

9. If You Are Unhappy With How We Handle Your Data

If you have concerns or a complaint about how your personal data has been handled, please contact us first so we can try to resolve it:

Email: info@deeprelease.org.uk
Tel: 01277 226121
Post: Deep Release Bursary Fund, PO BOX 3853, Norwich NR5 5BJ

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk/global/contact-us
Telephone: 0303 123 1113
Post:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

10. Data Security

We take your data security seriously and use appropriate physical, electronic, and organisational measures to safeguard it against unauthorised access, alteration, or loss.
Digital data is stored on encrypted, password-protected systems.
Paper records (where used) are kept in locked storage and securely destroyed when no longer required.

11. Cookies

Our website uses cookies to improve your experience and analyse website use.
You can manage or disable cookies in your browser settings.
For more information, visit https://www.aboutcookies.org.

12. Links to Other Websites

Our website may contain links to other websites.
Once you leave our site, we are not responsible for how other sites use or protect your information.
You should review their privacy policies before submitting personal data.

13. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our activities or legal obligations.
The latest version will always be available on our website and will include the date it was last updated.

Deep Release Bursary Fund

PO BOX 3853, Norwich NR5 5BJ
Tel: 01277 226121
Email: info@deeprelease.org.uk
Registered Charity No. 1112125