Privacy notice - bursary

When you apply for a bursary, we will ask you for the following personal information:

• Contact details – name, address, email address, telephone number;
• Date of birth;
• Information on your personal circumstances;
• Information on your financial circumstances;
• Information on the course you would like support with; and
• A personal statement outlining why you are applying for a bursary.
• If you are successful in your application to the Foundation for a bursary we will ask you for the following additional information:
• Bank details – account number and sort code
• Student ID or matriculation number

We need to collect your personal information so that we can assess your eligibility for a bursary and if you are successful in your application to manage your bursary.

We will use your personal information to:

• Assess your eligibility for a bursary against our awarding criteria;
• Monitor your compliance with the requirements of your course; and
• Process your bursary payments.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to assess your eligibility for a bursary from the Foundation.

Our landline phone calls to our Customer Service Centre are recorded for training and monitoring purposes and our recordings are usually held for a period of six months.

We may ask you if we can process your personal information for additional purposes.  For example, to promote the Bursary programme or to report on the successes of the programme.  Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Furthermore, in order to carry out research and evaluation around the performance of the programme we may ask you to complete questionnaires issued by or on behalf of Wheatley Group, and to participate in evaluations that Wheatley Group or it’s representatives may conduct.

We may take photographs and video footage at events we organise or take part in, at our offices and in our communities to use for general marketing and publicity. We may also ask you to take part in case studies to demonstrate the impact of the project.

Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Our case management system Advice Pro allows us to share documents with you and send texts via the secure Advice Pro hub. You will be able to log on here to see any documents or messages that have been sent to you and you can send documents and messages back to your advisor. Only you and your advisor will be able to access this.

If you are successful in your application we will share some of your personal information with your college or university in order to confirm your continued attendance and participation in your course.

We will also let your local housing officer know that you have been successful in your application for bursary.

Wheatley Foundation employs third party suppliers to provide services, including our case management system AdvicePro.  These suppliers may process personal information on our behalf as "processors" and are subject to written contractual conditions to only process that personal information under our instructions and protect it.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

Your personal information is stored on our electronic filing system and our servers which are based in the UK and is accessed by our employees for the purposes set out above.

We will keep your personal information for as long as is necessary to assess your bursary application; to monitor compliance with course requirements and to process payments to you.

We will keep limited data (name, address and course details) for successful bursary recipients for a minimum five year period to satisfy awarding criteria and in order to consider any future reapplications for funding from successful beneficiaries.  All other personal information collected on a bursary beneficiary will be deleted on the completion of the course.

We have a data retention policy that sets out the periods for retaining and reviewing all information that we hold. This details the different retention periods and you can request a copy by contacting us at foundation@wheatley-group.com

You can exercise any of the following rights by writing to us at foundation@wheatley-group.com

Your rights in relation to your personal information are:

• you have a right to request access to the personal information that we hold about you by making a "subject access request";
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• you have a right to request that we restrict the processing of your personal information for specific purposes; and
• if you wish us to delete your personal information, you may request that we do so.
• Any requests received by the Foundation will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk

Our privacy notice is regularly kept up to date and this version was updated on 21 June 2021. The latest full version is available on our website.