11 April 2018 14:57




At St Martin-in-the-Fields Charity we are committed to protecting and respecting your privacy and all personal data is held by us and processed in accordance with data protection legislation.

This privacy statement (together with our portal Terms and Conditions available here, sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us when you use our portal https://smitf.flexigrant.com. You may use our portal to apply for grants on behalf of a person with whom your agency or organisation is working (”client”). In order to administer our grants, we need to collect personal data about you as their support worker and personal data and sensitive personal data about the client(“the data”).

Please read the following carefully to understand our views and practices regarding personal data and how we will treat it. By using our portal, you are indicating acceptance of these terms and providing your explicit consent, where appropriate, to our use of the data for the processing purposes set out in this Statement.

The data controller is St Martin-in-the-Fields Charity of Trafalgar Square, London WC2N 4JJ (ICO registration number ZA222666). This privacy statement is in respect of data shared with us (St Martin-in-the-Fields Charity) in our capacity as data controller.

The terms data controller, personal data, sensitive personal data and processing all bear their legal meanings under the DPA. 


We may collect and process the following data from you:

Information you give us about yourself. You may give us information about yourself when you use our portal. This includes information you provide when you register for our portal, when you fill in forms on our portal and when you report a problem with our portal. Examples of such information include your name, job title, contact details and employer name and contact details.

If you contact us, we will keep a record of that correspondence (including the contact details that you provide to us). We will endeavour not to retain information that you provide to us for longer than is necessary and will securely delete information that is no longer needed for the purposes for which it was collected in accordance with Principle 5 of DPA.

Information you give us about the client.  When applying for a grant, you will need to provide us with information about the client. You will be asked to complete a form on our portal to provide us information but we may contact you by email or telephone when reviewing your application to request further information about the client.

Information we collect about you. With regard to each of your visits to our portal we may automatically collect the following information:

Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and weblogs and other communication data.


 We use information held about you in the following ways:

Information you give to us about yourself. We will use this information:

To provide you with information about the work of St Martin-in-the-Fields Charity and projects with which we are involved which we feel may be of interest to you, based upon your interest in the Vicar’s Relief Fund.

To help us to further develop our portal and other similar websites that we operate.

To notify you about changes to our portal or the services and grants that we offer.

To ensure that content on our portal is presented in the most effective manner for you and for your computer.

Information you give to us about the client.  We will use this information:

To administer our Vicar’s Relief Fund grants.

To evaluate the effectiveness of the Vicar’s Relief Fund.

To help us to develop our services and grants and to help us identify potential partnerships with other charities and agencies committed to the relief of homelessness and poverty.

Information we collect about you.

We will use this information:

To administer our portal and for internal operations, including troubleshooting and testing.

To improve our portal to ensure that content is presented in the most effective manner for you and for your computer.
To ensure that our portal is safe and secure.

To measure or understand the effectiveness of any direct marketing that we send to you.

To make suggestions and recommendations to you about other services that we provide that may interest you (such as the Frontline Network).



St Martin-in-the-Fields is committed to reducing deprivation and tackling homelessness through the Vicar’s Relief Fund. We may carry out research projects on our own or in conjunction with third parties from time to time in order to further the afore-mentioned goals of the Vicar’s Relief Fund.

We will obtain your prior consent before using any of your personal data for research purposes. We will always seek to anonymise your personal data so that you cannot be identified from the data processed. Where this is not possible, your information will be held securely and processed in accordance with the legal grounds, strict safeguards and exemptions provided by data protection regulation in relation to the processing of such personal data. We will not disclose any research results which contain any personal data in an unanonymised format, unless required to do so by law.


If your application is successful and we award a grant, we will contact you by email to request evidence of the outcome of the grant. This will enable us to monitor the effectiveness of the Vicar’s Relief Fund.  You are responsible for ensuring that any evidence you provide to us is done in accordance with the Data Protection Act and any professional duties that you owe to the applicant.

We may also contact you by email to request your feedback on the Vicar’s Relief Fund so that we can monitor the effectiveness of the fund. Completion of such feedback forms is optional but we would welcome your suggestions and comments as this will help us to improve our service.

We may also request feedback on the Vicar’s Relief Fund from the client so that we can monitor the effectiveness of the fund.  We will only contact the client for such feedback if they have provided their explicit consent during the application process and provided us with a method of contact (i.e. phone, email, postal address).


We will always process data in a secure and confidential manner and will not disclose it to any third party without a legal ground to do so under the data protection legislation, such as your consent. 

Any disclosures will be made in accordance with data protection legislation and the Information Commissioner’s Officer’s statutory Data Sharing Code (available to view here https://ico.org.uk/for-organisations/guide-to-data-protection/data-sharing/)


We are committed to ensuring that data is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.


All information you provide to us is stored on our secure servers within the UK.



Data protection legislation gives you the following rights:

  • To be sent a copy free of charge of the data we have about you
  • To correct wrong data we have about you
  • To reduce or restrict data we have about you
  • To erase data we have about you
  • To limit what we do with your data including being included in anonymous statistics
  • To complain to the Information Commissioner’s Office


If you wish to withdraw your consent for us to hold your information please let us know in writing or by email. However, this may mean that we will no longer be able to continue with your grant application.


Any changes we may make to this privacy statement in the future will be posted on our portal and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to this privacy statement.


We hold your data for as long as is necessary for us to fulfil the purposes explained to you and to meet our legal and regulatory obligations. After two years the information will be securely and permanently destroyed. If you have made an application within the last two years, this data will stay on our system unless you ask for it to be removed.


If you have any questions about the information contained on this form or if you believe that any details we hold for you might need updating please contact us on the address below or email us at: vrf@stmartinscharity.org.uk

St Martin-in-the-Fields
Trafalgar Square

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