Privacy Policy

VALENTINE ALCOCK SCHOLARSHIP’S PRIVACY POLCY

We take your privacy seriously and are committed to protecting your personal information.  We aim to be clear and open about our data and security practices.  This privacy policy explains how we use any personal information we collect about you when you contact us by phone, email or letter, or when you use our website www.valentinealcockscholarship.org.uk

 Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with UK Data protection law which includes but may not be limited to the Data Protection Act 2018 and the UK General Data Protection Regulations (UK GDPR).

What information do we collect about you?

We collect information about you either as an Applicant (the person who submits an application form) or as a Beneficiary (the person named in the application form for whom financial support is requested) or as a Referee (the person providing a written reference on behalf of the Beneficiary) whenever we receive a communication (email, letter or telephone call) from you or an application form requesting support from us.

 This information may include name and contact details, in the case of Referees their professional status, and in the case of Beneficiaries:

• date of birth, preferred pronouns and current school or college attended
• details of previous musical experience and qualifications
• summary of the family’s circumstances, including total annual household income
• their relationship to the Applicant

If you are a Beneficiary, we may take one or more photographs of you, but only with your express agreement and that of your parents or carers, for use as publicity on our website.

How do we use your information?

We collect information about you in order to help us make decisions about who we should support financially and how we should do that.  We also use your information, and any suggestions you make, to help us improve the quality of our services.

We may use extracts from emails or letters from you to us on our website, in the form of quotations illustrating how you have benefited from our support.

If we include your photograph on our website, it will be anonymous; that is, it will not be accompanied by any wording that identifies or may help to identify you.

Where do we store your information?

Your information may be shared between the Scholarship’s Trustees and stored on their personal computers.  We do not have a centralised database or other general information storage system.

We do not share personal information beyond the Trustees and the limited use of photographs and quotations on our website, except that the information provided on the Application Form may be shared with Referee named on the form, who will be asked to verify and comment on it, to the best of their knowledge.

Security

We take care to ensure that any information stored in this way by the Trustees is kept secure.  However, the security of data transmitted to or stored on personal computers can never be 100% guaranteed, and your transmission of data to us is at your own risk.

Cookies

We do not use cookies in our website or emails, either our own or those of third parties, and so no information is collected in this way.

How long do we keep your information?

We do not keep your information for longer than necessary.  We delete financial information and all other personal information once we have had no contact with you for five years.

Access to your information

You have the right to request a copy of the information we hold about you.  If you would like a copy of some or all of your personal information, you can contact us as follows:

• email enquiries@valentinealcockscholarship.org.uk
• write to Valentine Alcock Scholarship, 26 Limes Avenue, Alfreton DE55 7DY

We will not charge you for this service unless the request is manifestly unfounded or excessive or repetitive.

Keeping your information up to date

We want to make sure that any personal information we hold about you is accurate and up to date.  You can contact us to correct or remove information you think is inaccurate using the addresses shown in the previous section.

Sharing your information with other organisations

We will not sell your information to any third party.  We may share your information with third parties where we have a legal duty to do so or in order to provide you with the support you have asked for.  In particular, we may share details of the Beneficiary and/or their parent or carer with the organisation named on the form as the Providing Organisation of the activity for which support is requested.

Changes to our privacy policy

We aim to keep our privacy policy under regular review and will place any updates on this web page.

Your rights

If you are concerned about the way the Valentine Alcock Scholarship is processing or has processed your personal data, you have the right to complain.  You may do this by contacting us as follows:

• email enquiries@valentinealcockscholarship.org.uk
• write to Valentine Alcock Scholarship, 26 Limes Avenue, Alfreton DE55 7DY

You can find out more detail about your rights by visiting the Information Commissioner’s Office website’s section on Individual Rights.  You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office.  Details of how to do this can be found on its website: ico.org.uk

This privacy policy was last updated on 26^th February 2026.

CONTACTS

To send us a message, query or request, email: enquiries@valentinealcockscholarship.org.uk

Address any other communications to:
Hon. Secretary
Valentine Alcock Scholarship
26 Limes Avenue, Alfreton
Derbyshire DE55 7DY

Tel: 01773 520476