The General Data Protection Regulation (GDPR), The European Union’s new privacy law comes into effect from 25  May 2018.  This new law contains rules designed to protect personal data and sensitive data of a living individual. The Barcapel Foundation Limited are committed to protecting and respecting the privacy of individuals.  This Policy, together with our Terms of Website Use and any other documents referred to in it, sets out the basis on which any personal data about an individual which we hold will be processed by us.  By visiting and using the website an individual is accepting and consenting to the practices described in this Policy.

Personal data means any personal information that we hold, or are likely to hold, relating to an identified or identifiable living individual.  In practice, this means personal information we hold in connection with applications to us for grant funding and information provided about grants which we have awarded.

  1. The information we will collect:

We will collect and process personal information about an individual which has been provided in connection with an application or potential application for a grant or the award of a grant by completing application forms or reports, contacting us by phone, email or otherwise.  This information may include:

  • The name, telephone number and email address of an organisation’s contact person or other member of staff
  • An individual’s name, address, contact number, educational history and other personal information in relation to an application or potential application for a grant to fund a project or the award of a grant
  • Information about individuals who have benefited from a scholarship grant which we have awarded to an organisation for the benefit of students
  • Where an applicant or potential applicant for a grant provides personal information relating to another person, we will ask the applicant or potential applicant to confirm to us that they have obtained consent on behalf of that person to provide the personal information to us
  1. How we use personal information:

Any personal information provided will be collected and processed in order to:

  • Undertake our procedures in relation to considering applications for funding, advising of the outcome of those considerations and where appropriate preparing contracts to provide an organisation or other persons with funding
  • Maintain records of how funding was utilised
  • Notify changes to our service

Our legal basis for using such personal information is that: (a) it may be necessary for the purpose of complying with legal and regulatory requirements for example in the case of a dispute; (b) for taking steps in relation to a contract awarding grant funding; and (c) where we have a legitimate interest in using the personal information. We will explain these legitimate interests in more detail at the time personal information is collected.

We may disclose personal information to selected third parties including:

  • Independent Assessors for the purpose of gathering further information on an application for a grant or the award of a grant
  • Our Accountants
  • Our Auditors
  • Where required to a relevant regulatory authority
  1. Where we store personal information:

Information obtained may be held by us and authorised third parties, as specified in Point 2 above. However, as we are the Data Controller of all information received and processed by us, all questions in relation to what information is held and how it is processed should be addressed to us.

We will hold personal information only for as long as is necessary and in accordance with our Archiving Policy.  Personal information will be kept securely to prevent unauthorised access by other people.

We can only be held responsible for the security of personal information once received by us, we cannot guarantee the safety of any correspondence sent by surface mail or email until we are in receipt of that correspondence. Thereafter we will use our security procedures to try to prevent unauthorised access.

  1. Links to other websites:

Our website contains links to websites operated by third parties.  Please note that if you follow one of these links you will leave our website and this Privacy Policy will no longer apply to information held on a third party website.  We are not responsible for the protection of any information which may be disclosed whilst visiting such third party websites.

  1. Changes to our Privacy Policy:

Any changes to our Privacy Policy will be posted on our website.  We suggest that users regularly check the website for any updates or changes.

  1. Rights of an Individual


An individual has the right

  • to access their personal information which we hold – this may be done without charge and can be obtained by contacting us directly
  • to protect their personal data
  • to restrict the movement of their personal data and
  • to object to processing of personal information concerning him or her
  1. Governing Law

This Privacy Policy and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed and construed in accordance with Scots Law.

  1. Contact

If you have any questions or would like to talk to someone about this Privacy Policy, please contact:

The Barcapel Foundation Limited

The Mews

Skelmorlie Castle


Ayrshire PA17 5EY


Tel No:  01475 521616


Registered Scottish Charity Number: SC036795

May 2018