Privacy notice

Who we are

“Dr. Martens Foundation” is a charitable trust (“our”, “we” or “us”) registered with the Charity Commission under Charity number 1194513. Our registered office is at 28 Jamestown Road, Camden, London, NW1 7BY. Company registration number 13174032

This notice describes our practices when using personal information of:

our website (www.drmartensfoundation.org) users;
our benefactors, grant applicants and beneficiaries; and
other individuals, including supporters of the Dr. Martens Foundation.

This notice will apply whether you have provided the information directly to us or we have obtained it from a different source, such as a third party.

We respect your privacy and we value the trust you have placed in us by sharing your information. This notice sets out the way we use your information:

what we collect;
how we collect it;
how we use it;
why we use it;
who we share it with; and
the rights to which you are entitled.

If you have any questions or anything in this notice is unclear, please get in touch with our Data Protection Officer at the following email address: dataprotection@drmartens.com.

When and What We Collect	Purpose and Legal Basis (Where Applicable)	For How Long
When you visit our website (www.drmartensfoundation.org) we may use cookies to collect the following Identifiers and Internet or Other Electronic Network Activity Information: Your IP-address Device information such as operating system, unique device identifiers, the mobile network system Hardware and browser settings The requests you make, and the date and time of requests The pages you visit and search engine terms you use Information about how you use our website	We use cookies in order to: Ensure the website is operating correctly Improve your experience of using the website Other than the use of cookies which are strictly necessary for the operation of our foundation website, we rely on your consent to process your information in order to provide additional website functionality, carry out website analytics and to provide consent-based retargeting content. For more information about cookies, the types of cookies we use and how we use them please see our Cookie Policy.	We delete the specific cookies as specified in our Cookie Policy.
When we crowdsource ideas for grant recipients, we use forms that capture the following identifiers and supporting information: Your contact details: your name, address, email address, and phone number Details of any personal connection to proposed grant recipients	We use this information to: Select appropriate recipients Contact you to inform you of the decision We process this information because of our legitimate interest in assessing eligibility criteria and to ensure that you are notified of our decision.	We delete your information when it is no longer necessary to retain for these purposes.
When we are making a grant, we may throughout the process of reviewing charity applications and arranging any transaction, capture the following identifiers and supporting information: Your contact details: your name, address, email address, and phone number Your communications with us, including any contact you make with us or vice versa by email and social media, and any records of meetings held remotely or in-person Bank details for the account where an awarded grant is to be deposited	We use this information to: Review and assess applications Maintain communications throughout the process Complete any necessary financial or compliance checks Arrange monetary transactions We process this information because of our legitimate interest and legal obligation to ensure that the grant programme can be properly administered and delivered in accordance with our policies, obligations and applicant's expectations.	We delete your information when it is no longer necessary to retain for these purposes.
When you make a donation to us, donor information is captured and recorded in company records including the following identifiers and supporting information: Your contact details: your name, address, email address, phone number The amount and date of the donation	We use this information to: Maintain records of donations We process this information because of our legitimate interest and legal obligation to ensure our donations are properly managed.	We retain this information for as long as necessary to meet our legal, accounting and regulatory obligations.

When and What We Collect

Purpose and Legal Basis (Where Applicable)

For How Long

When you visit our website (www.drmartensfoundation.org) we may use cookies to collect the following Identifiers and Internet or Other Electronic Network Activity Information:

Your IP-address
Device information such as operating system, unique device identifiers, the mobile network system
Hardware and browser settings
The requests you make, and the date and time of requests
The pages you visit and search engine terms you use
Information about how you use our website

We use cookies in order to:

Ensure the website is operating correctly
Improve your experience of using the website

Other than the use of cookies which are strictly necessary for the operation of our foundation website, we rely on your consent to process your information in order to provide additional website functionality, carry out website analytics and to provide consent-based retargeting content. For more information about cookies, the types of cookies we use and how we use them please see our Cookie Policy.

We delete the specific cookies as specified in our Cookie Policy.

When we crowdsource ideas for grant recipients, we use forms that capture the following identifiers and supporting information:

Your contact details: your name, address, email address, and phone number
Details of any personal connection to proposed grant recipients

We use this information to:

Select appropriate recipients
Contact you to inform you of the decision

We process this information because of our legitimate interest in assessing eligibility criteria and to ensure that you are notified of our decision.

We delete your information when it is no longer necessary to retain for these purposes.

When we are making a grant, we may throughout the process of reviewing charity applications and arranging any transaction, capture the following identifiers and supporting information:

Your contact details: your name, address, email address, and phone number
Your communications with us, including any contact you make with us or vice versa by email and social media, and any records of meetings held remotely or in-person
Bank details for the account where an awarded grant is to be deposited

We use this information to:

Review and assess applications
Maintain communications throughout the process
Complete any necessary financial or compliance checks
Arrange monetary transactions

We process this information because of our legitimate interest and legal obligation to ensure that the grant programme can be properly administered and delivered in accordance with our policies, obligations and applicant's expectations.

We delete your information when it is no longer necessary to retain for these purposes.

When you make a donation to us, donor information is captured and recorded in company records including the following identifiers and supporting information:

Your contact details: your name, address, email address, phone number
The amount and date of the donation

We use this information to:

Maintain records of donations

We process this information because of our legitimate interest and legal obligation to ensure our donations are properly managed.

We retain this information for as long as necessary to meet our legal, accounting and regulatory obligations.

Where we collect information from

In many cases, we will collect your personal information directly from your communications with us, or following a grant recommendation made on your behalf.

We may also collect your personal information from public sources during our grant assessment processes.

Information we share

In certain situations, we share your personal data with partners, contractors and other third parties:

Suppliers and Service Providers - We share information with certain contractors, suppliers or service providers. They may process your personal data for us. For example, we may use service providers such as IT specialists, providers of cloud services, third party payment processors, social media platforms used to communicate with you, database providers, backup and disaster recovery specialists, email providers or consultancies and auditors.
Fraud Prevention - We also share your information with certain third parties where we have a legitimate interest to do so. These include credit reference agencies, anti-fraud databases, and screening agencies where we are legally obliged to do so. .
Legal - Your personal information may also be shared if it is necessary on reasonable request by a law enforcement or regulatory authority, body or agency (including the police) or in the defence of legal claims. We will not delete personal information if relevant to an investigation or a dispute. It will continue to be stored until those issues are fully resolved.

Your personal information may be shared if it is made anonymous / de-identified, as in such circumstances the information will cease to be personal information.

Where your information will be held

We may, directly or indirectly through third-party entities around the world, process, store, and transfer all of the information you provide, including your personal information, as described in this Privacy Notice.

Your information may be transferred to and processed in countries both in and outside the EEA, including (but not limited to) Australia, Canada, Hong Kong, India, Japan and the United States for the purposes described above. When transferring personal information internationally we ensure that appropriate measures apply, including technical and contractual measures, to ensure the personal data remains protected.

We will only transfer data collected in the UK or EU to jurisdictions outside the scope of the UK or EU General Data Protection Regulations (GDPR) in accordance with applicable data protection law and only where the appropriate safeguards set out in the GDPR are in place, in particular when a country provides an adequate level of data protection according to an adequacy decision made by the European Commission or by the use of Standard Contractual Clauses approved by the European Commission, and any necessary supplementary measures.

We are happy to provide you with copies of the regulator-approved Standard Contractual Clauses which you can request from us at dataprotection@drmartens.com.

Your rights

You can exercise your rights at any time, to do so please contact our Data Protection Officer at the following email address: dataprotection@drmartens.com.

You have the right to ask us to confirm if we are processing your information.
You have the right to ask for access to your information.
You have the right to ask us to transmit your information to other companies.
In case we process information about you that is incorrect, you have the right to ask us to correct your information.
You have the right to ask us to delete your information or restrict how we process your information and, in certain cases, to object to our processing of your information.
If we process your information based on your consent, you have the right to withdraw your consent at any time. The withdrawal of your consent will not affect the lawfulness of processing based on consent before it is withdrawn.

In some cases, your rights are limited by relevant laws, and we may be required by law or regulation to keep your information even if you object to us doing so.

You have the right to complain to the relevant supervisory authority where you are habitually resident, where you work or where an alleged infringement of data protection laws has taken place which. In the UK the relevant supervisory authority is the ICO (https://ico.org.uk).

Security

We are committed to keeping your personal information safe. We've got physical, technical, and administrative measures in place to protect personal data from loss, prevent unauthorised access or use of your information, including any modification, disclosure, damage, alteration, destruction or other misuse.

Links to third party websites

Our website, email, and other communications may, from time to time, contain links to and from the websites of others including our partner networks, advertisers, and other group companies and/or social networks as offered to you and supported by your browser.

The personal data that you provide through these websites is not subject to this notice and the treatment of your personal data by such websites is not our responsibility. If you follow a link to any of these websites, please note that these websites have their own privacy notices which will set out how your information is collected and processed when visiting those links. For more information about the purpose and scope of data collection and processing in connection with social sharing features, please visit the privacy notices of entities through which you chose to share.

Changes to the notice

This notice will be changed or updated from time to time.

If we change anything important about this notice (the information we collect, how we use it or why) we will highlight those changes at the top of the notice and provide a prominent link to it for a reasonable length of time following the change. We will also notify you in advance of the changes taking effect so that you understand what impact the changes may have on you.