VTCT Foundation Privacy Policy

Last updated: 13 January 2022

This Privacy Policy applies to information we (VTCT Foundation) collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it. Most of the information we collect is at an organisational level to enable us to make grants, but there some occasions, particularly related to the Appearance Collective when we may need to collect personal information to provide our services.

Unless there is a legal obligation to do so, we do not share personal information without your express consent, and then only within the Appearance Collective or wider Foundation funding network.

If you have any comments or questions about this notice, feel free to contact us.

Our contact details

Amanda Shepard:
Caroline Sharp:

Registered office: Aspire House, Annealing Close, Eastleigh, Hampshire SO50 9PX

The type of personal information we collect and how we get it

We currently collect and process the following personal information:

  • Personal identifiers, contacts and characteristics:
    • Name, email address and email messages
    • Home address where this is the same as the organisational address, or you have requested information to be sent to your home address
    • Bank details for individual suppliers and trustees

This information is provided by you.

How we use your data and when we share it

The information we collect is used for one of the following purposes:
  • Responding to enquiries you send us about the Foundation and our work
  • Subscribing to receive Appearance Collective email newsletters or other communications
  • To send you communications about grants, including grant payments
  • To share information within the Appearance Collective.
  • To make payments for services received.

We also collect organisational bank details for the purpose of making grants or other transactions. In rare circumstances this may constitute personal information (See Cookie Policy).

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. This is required for subscribing to the Appearance Collective newsletters or sharing within the Appearance Collective network. Where applicable, when you provide bank details to us to enable payments to be made to you this will be taken as consent to share these details with our bank.
You can remove your consent at any time by contacting Amanda Shepard or Caroline Sharp.

(b) We have a legitimate interest. It is necessary for us to read and store your messages so we may respond to enquiries, and we can only make grants if we have the sufficient, relevant information.

(c) We are required by law to share your data. This is likely to only relate to information held relating to the trustees.

How we store your personal information

Contact details are stored within our email systems. We keep contact details until they are no longer relevant, or you ask us to remove them.
Personal bank details are only retained if they are still needed to make payments. These are retained within Microsoft OneDrive on a secure server, and also By CAF bank within our banking system.

Your data protection rights

Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us using the details at the start of the Privacy Policy if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using the details at the start of the Privacy Policy.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113
ICO website: