Privacy Policy
The Barbour Foundation
Privacy Policy
The Barbour Foundation is committed to keeping your personal data secure and being transparent about how we process your personal data.
This Privacy Policy
This policy sets out how we will process your personal data collected when you use our website at www.barbourfoundation.com, including when you submit a grant application through the website or you communicate with us through the website.
This policy tells you:
- who we are and how you can contact us;
- what personal data we collect and use;
- the purposes for which we may use personal data;
- the organisations to which we may disclose, and the territories to which we may send your personal data;
- our standard personal data retention periods; and
- your rights and choices in relation to personal data.
Who We Are
The Barbour Foundation is a charitable trust. We are registered with the UK Charity Commission (registration number 32808).
If you have any questions about how we handle your personal data, please contact us:
- by email (Barbour.foundation@barbour.com); or
- by post (Attention: Carolyn Bennett, The Barbour Foundation, Simonside, South Shields, Tyne and Wear, NE34 9PD).
Personal Data Collection
In the course of our operations, we collect a range of personal data, as detailed below.
| Category | Details |
| Contact and communication information | Your name, title, postal address, email address and telephone number, along with any personal data that you provide when communicating with us. This includes communication metadata generated automatically when you use email and other software-based communications systems. |
| Grant application information | The contact and communication information contained in grant applications, and any other personal data that you submit to us in the course of making or pursuing a grant application. |
| Technical information | Information collected automatically when you use our website, including your device operating system, IP address, device ID, location, browser type and version, referral source(s), length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your website, and other log file data. |
Use of Personal Data
This table below sets out detailed information about the purposes for which we use personal data; it also identifies the legal bases of that use.
| Purpose | Legal Basis |
| Grant applications:
We may process your grant application information for the purposes of assessing your grant application, making grants, reviewing grant award processes, and keeping records of all these processes. |
This processing is in our legitimate interests, as the information is required in order to fulfil our charitable purposes and administer our operations. |
| Communications:
We may process your contact and communication information to communicate with you and others. |
This processing is in our legitimate interests, as the information is required in order to fulfil our charitable purposes and administer our operations. |
| Security:
We may process any of your personal information to protect against fraud or other criminal activity (which may include assisting law enforcement), to secure our operations and systems, and where necessary for the establishment, exercise or defence of legal claims. |
We process your data in this way where it is necessary for compliance with a legal obligation.
We may also process this information where it is in our legitimate interests of ensuring our operations are conducted in a safe and appropriate way and managing legal risk. Where such data amounts to criminal convictions or offences data, we will also rely on the basis of processing the data to prevent or detect unlawful acts, or to prevent fraud. |
Occasionally, we may process your personal data for a different purpose, but only where that purpose is compatible with the original purpose for which the data was collected, and subject always to applicable law.
Legitimate Interests
Where we rely on legitimate interests in order to collect and use your personal data, we will ensure that those legitimate interest are recognised in law, or that we balance our interests in running our charitable trust effectively with your own interests to ensure that we do not materially impact on your rights or interests.
Where required, this balancing test is conducted on a case by case basis when relying on legitimate interests as a basis for collecting and using your personal data.
If you would like more information on this balancing test, please contact us using the details set out in the “Who We Are” section above.
How Long We Retain Your Personal Data
We will retain your personal data only for so long as it is required for the purpose or purposes for which it was collected, as detailed in the table below.
| Category | Details |
| Contact and communication information | Up to 3 years from the date of the last communication between us, unless it forms part of grant application data, in which case it will be retained and deleted in accordance with the provisions below. |
| Grant application information | In relation to unsuccessful grant applications, we will continue to hold the grant application information until the end of the period of 3 years following the end of the application process (typically, the formal rejection of the application).
In relation to successful grant applications, we will continue to hold the grant application information as part of our day-to-day operational records for a period of up to 7 years following the end of the award process, and we will continue to hold this information in our archives on an indefinite basis. |
| Technical information | Up to 3 years following collection |
We will delete (or in some cases anonymise) your personal data at or promptly following the end of the relevant retention period stated here, unless we have a legal obligation, or are required by our applicable accounting standards, to keep it longer. Data may be retained, for example, for the purposes of maintaining tax records or other regulatory matters.
Transferring Personal Data Outside the UK
We aim to retain all of your personal data within the United Kingdom (UK) although there may be occasions where it is necessary to transfer your personal data outside the UK. When required to do so, we will ensure this is performed in accordance with legal requirements and that appropriate measures are in place to protect your personal data.
If you wish for more information about these safeguards, then please make contact with us using the contact details set out in the “Who We Are” section above.
Sharing Personal Data
We may share your personal data with our service providers, as detailed below.
| Service | Details |
| Management, administrative and technical services | We may share your personal data with J. Barbour & Sons, Limited, which provides management, administrative and technical service to the trust. |
| Communications, hosting and technical processing services | Our email and other communications services providers, as well as our hosting infrastructure providers will store and process your personal data. |
| Insurers and professional advisers | Our insurers and our legal and other professional advisers may handle your personal data insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice. |
Service providers appointed to act on our behalf will only be allowed to use your information in the way in which we instruct them and as permitted by applicable laws.
We may disclose your personal data in order to comply with any legal obligation or to prevent fraud.
Your Rights
Under certain circumstances, you have the right by law to:
- request access to your personal data that we hold;
- request correction of incorrect, out-of-date or inaccurate personal data we hold about you;
- request erasure of your personal data, for example where the information is no longer necessary for the purpose which it was collected for, or you withdraw your consent for us to hold such information;
- object to processing of your personal data;
- request the restriction of processing of your personal data, for example where you suspect the information held is inaccurate, or is being used in an unlawful manner but you do not want it to be erased (i.e. if required for establishment or defence of a legal claim);
- request that we transfer your personal data to another organisation, where it is technically feasible;
- withdraw your consent at any time and request we discontinue any consent-based processing of your personal data.
These rights are subject to a range of conditions and limitations. For example, whilst you may have rights to object to processing, or request that your data be erased, we are required by law to retain some personal data.
Exercising Your Rights
To exercise your rights, please contact us using the details set out in the “Who We Are” section above.
When you exercise any of these rights, we will ask you to verify your identity. If you have authorised a third party to exercise your rights on your behalf, we will ask them to prove they have your permission to act.
Further information on your rights in respect to your personal data can be found here: https://ico.org.uk/for-the-public/
Complaints
If you have a complaint about how we process your personal data, please write to us by email to Barbour.foundation@barbour.com. We usually respond to complaints within 7 days and will aim to resolve all complaints within 30 days.
You may in addition, or alternatively, lodge a complaint at the Information Commissioner’s Office. Contact details for the Information Commissioner’s Office can be found at: https://ico.org.uk/global/contact-us/contact-us-public/
Version 1.0 – September 2026