Privacy

1. Introduction

Jack Petchey Foundation respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we collect and look after your personal data.

This Privacy Notice will be regularly updated to ensure that it continues to comply with the latest regulation and best practice. This policy was last updated 10th July 2025.

2. Important Information and Who We Are

Jack Petchey Foundation (JPF) is registered as a data controller with the Information Commissioner’s Office (ICO) (registered number ZA132338).

It is also a company registered in England and Wales (Company number 10872145), registered address Dockmasters House, 1 Hertsmere Road, London, E14 8JJ and a registered charity (registration number 1176221).

If you have any queries about this privacy notice or about any aspect of JPF’s data management, please contact our data protection lead at dataprotection@jackpetcheyfoundation.org.uk.

3. The Data We Collect About You

Identity Data (I) – includes first name, last name, username or similar identifier, title.
Contact Data (C) – includes billing address, delivery address, email address and telephone numbers.
Financial Data (F) – includes individuals bank account details, payment card details and credit reference reports.
Transaction Data (T) – includes details about payments to and from you. Please note that most of our grants are not paid to individuals, but to schools or organisations.
Technical Data (TD) – includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
Usage Data (U) – includes information about how you use our website.
Marketing and Communications Data (M) – includes your preferences in receiving marketing from us and your communication preferences.
Photo (P) – Your personal image either captured at one of our Achievement Award events or provided to us with your consent in connection with a grant, case study, or news story.

4. If You Fail to Provide Personal Data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter with you.

5. How is Your Personal Data Collected (When Applying, Running or Participating in One of Our Grant Programmes)

Achievement Award Scheme Coordinator – The Scheme Coordinator is responsible for managing the Achievement Award Scheme within their school or youth organisation. They are tasked with ensuring that the scheme is implemented efficiently and take responsibility for upholding the integrity and financial compliance of the scheme in accordance with the guidelines provided. We will maintain contact with the coordinator and provide regular updates and reminders about the scheme, as well as inform them of grant programmes they are eligible to make use of and share news and best practice with our termly newsletter.

Scheme coordinators will also be given log in details to our community portal to submit grant reports. As the main point of contact with the Jack Petchey Foundation (JPF), the coordinator must provide their name and up-to-date contact details. (I, C, TD).

Chairperson/Headteacher – Organisations applying to run the AA scheme must provide the name and contact details of their most senior staff member as a condition for approval of funding. It is the scheme coordinator’s responsibility to update this information at the end of each grant period through the community portal when submitting the grant report. (I, C)

Achievement Award Winner – We collect information about all young people selected as winners of an Achievement Award. This information is provided indirectly by the scheme coordinator within the school or youth organisation they attend. The information provided includes name, age and the reason for being selected as a winner.

In addition, Achievement Award winners are invited to attend our Celebration Events to collect a boxed medallion, where a professional photographer will be present to capture a photo of each award recipient receiving this on stage.

The scheme coordinator will need to confirm which award winners will be attending and whether photo consent has been granted.

If consent is provided, photographs will be taken and made available to view and download from our website for a period of 12 months, using a secure password that will be shared at the event.

The Jack Petchey Foundation retains details of award winners indefinitely as part of our historical records and to celebrate and preserve the legacy of the Foundation’s achievements. This information helps us track the long-term impact of our programmes, respond to future enquiries, and support alumni engagement. (I, P)

Leader Award Winner – We collect information about all adult leaders selected as Leader Award winners. This information is provided indirectly by the scheme coordinator within the school or youth organisation they are associated with. The information provided includes name and the reason for being selected as a winner, contact email address, as well as confirming whether the role is required to have a relevant DBS check in place.

As with Achievement Award winners, Leader Award recipients will be invited to a Celebration Event to collect their certificate and medallion and have their photograph taken. Consent will be requested in advance of the event and where provided photographs will be taken and made available to view and download from our website for a period of 12 months, using a secure password that will be shared at the event.

The Jack Petchey Foundation retains details of Leader Award winners indefinitely as part of our historical records, helping to celebrate and preserve the legacy of the Foundation’s achievements. This information enables us to track the long-term impact of our programmes, respond to future enquiries, and provide details about the grant associated with your Leader Award nomination. (I, C, P)

Environmental Award Winner – We collect information about all young people selected as winners. This information is provided indirectly by the scheme coordinator within the school or youth organisation they attend. The information provided includes name, age and the reason for being selected as a winner.

Achiever Network – The Achiever Network is open to young people that have received an Achievement Award, Environmental Award, or participated in one of our key partner programmes such as Step into Dance, Jack Petchey’s Speak Out Challenge Grand Finalists, or First Give Finalists.

The Achiever Network is a 12-month personal development programme and applicants are required to complete an online application form. The information collected includes Full Name, DOB, address, telephone and email contact details, name of school/college, ethnicity and possibly may require the applicant to disclose other identifying information. It will also require the name and contact details of a parent/carer (if under the age of 18).

Upon selection to the programme, we will request consent to take a photo of you to add to your personal information.

During the programme, you may apply for a small grant and may also be invited to assist in hosting or attending JPF events. If personal expenses are incurred while participating these may be eligible for reimbursement. To process any reimbursements, we may request your personal bank details. This information will be used solely for this purpose.

We may also invite you to connect with us using WhatsApp, Facebook, TikTok and other social media platforms.

The Jack Petchey Foundation retains details of Achiever Network members indefinitely as part of our historical records and to celebrate and preserve the legacy of the Foundation’s achievements. This information helps us track the long-term impact of our programmes, respond to future enquiries, and support alumni engagement. (I, C, F, T, P)

Youth Consultation Panel (YCP) – Applicants must have participated in the Achiever Network programme (detailed above) and complete an online application form to be considered. The information collected about you includes full name, date of birth, address, telephone number, email address, school/college/university, ethnicity, your image and may include other identifying details. Applicants will also be asked to provide the name and contact details of a parent or carer (if under the age of 18).

If you incur personal expenses while participating in the YCP activities or representing JPF, these costs may be reimbursed. To process reimbursements, we may request your personal bank details. This information will be handled securely and used solely for this purpose.

We may also invite YCP members to connect with us using LinkedIn, WhatsApp, Facebook, TikTok and other social media platforms.

The Jack Petchey Foundation retains details of YCP members indefinitely as part of our historical records and to celebrate and preserve the legacy of the Foundation’s achievements. This information helps us track the long-term impact of our programmes, respond to future enquiries, and support alumni engagement. (I, C, F, T, M, P).

Individual Grants for Volunteering – This grant programme is designed to support young people involved in volunteering projects by providing financial assistance to help cover their personal participation costs. To apply, you must complete an online application form, which requires submitting personal information as well as details about the volunteering project. Additionally, we will request information about the UK-based organisation you will be volunteering with. By applying, this is providing consent to the processing of data for the purposes of verifying identity and assessing the application.

All grants will be paid directly to the UK-based organisation managing the volunteering project. As a result, no personal financial information will be collected or stored for this purpose.

If your application for a grant is unsuccessful, we will keep a record of your contact details and notes on the assessment process indefinitely to enable us to maintain records of your application history, should you apply again.

If your application is successful, we will keep your data indefinitely to celebrate and preserve the legacy of the Foundation’s achievements. This information helps us track the long-term impact of our programmes, respond to future enquiries, and support alumni engagement. (I, C, M).

Jack Petchey Foundation Interns – Each year, the Jack Petchey Foundation funds paid, full-time internships for young people. The organisations that are successfully appointed hosts are required to provide the full name, DOB, ethnicity, address, telephone and email contact details of their appointed intern.

We may also invite you to connect with us using LinkedIn, Whats App, Facebook, TikTok and other social media platforms. Interns may be required to disclose other identifying information during their placement including their image.

The Jack Petchey Foundation retains details of interns indefinitely as part of our historical records and to celebrate and preserve the legacy of the Foundation’s achievements. This information helps us track the long-term impact of our programmes, respond to future enquiries, and support alumni engagement. (I, C, M, P)

Jack Petchey Internship Line Managers – The organisations that are successful are required to provide the full name, address, telephone and email contact details of the intern line manager. In addition, Line Managers are required to provide a video as part of the application process, this will be retained on file indefinitely We may also invite line managers to connect with us using LinkedIn, Whats App, Facebook, TikTok and other social media platforms (I, C, M).

The Jack Petchey Foundation retains details of line managers indefinitely as part of our historical records and to celebrate and preserve the legacy of the Foundation’s achievements.

JPF Mentors – For both the Internship Programme and the Achiever Network, the Jack Petchey Foundation engages mentors to support the young people participating in these programmes. Mentors are required to provide their full name, address, telephone number, and email contact details.

For mentors on the Achiever Network programme we also store information about their current DBS status on our HR platform, Breathe.

The Jack Petchey Foundation retains details of mentors indefinitely as part of our historical records.

If any personal expenses are incurred while acting as a mentor these costs may be reimbursed. To process reimbursements, we may request your personal bank details. This information will be handled securely and used solely for this purpose (I, C, F, T, M).

Work Experience Placements – The Jack Petchey Foundation hosts work experience placements for young people. Applicants are required to complete an online application form. The information collected includes Full Name, DOB, address, telephone and email contact details, name of school/college, ethnicity and possibly may require the applicant to disclose other identifying information. It will also require the name and correspondence contact details of a parent/carer (if under the age of 18) and of a contact within the school.

All travel expenses incurred will be reimbursed. To process reimbursements, we may request your personal bank details. This information will be handled securely and used solely for this purpose

The Jack Petchey Foundation retains details of work experience placements indefinitely as part of our historical records. (I, C, F, T)

Partnership Programmes – The Jack Petchey Foundation operates several established programmes that are delivered on our behalf by third-party organisations. These partners receive grant funding from us to manage and implement the programmes and are regularly monitored to ensure compliance and quality.

Our partners are required to provide the name and contact details of the staff members responsible for managing and liaising with the Jack Petchey Foundation Grants or Partnerships Team in relation to the grant and programme.

These partners run the programmes within schools or youth organisations and are responsible for collecting participant information. This data helps us measure and evaluate the impact and reach of our funding and overall work. However, participant details are not shared directly with the Jack Petchey Foundation.

4. Communicating with You

Where you have provided us with your e-mail address, have signed up to our newsletter or to our keep in touch function, or have applied for or been awarded a grant, we will send you occasional targeted communications to let you know about any of our events, grant-making programmes and activities that we consider may be of particular interest to you.

6. Contractors

If we use contractors which could include assessors, advisors, consultants, researchers, evaluators, speakers, judges, photographers, videographers or working group members we will hold personal data of these individuals to enable us to contract with them and undertake the tasks for which they are contracted. This information will be held in our HR Breathe platform and Salesforce.

We will store the contractual information for up to 6 years after the end of the piece of work undertaken to enable us to meet any legal or regulatory requirements. (I, C, F, T, TD)

7. Job Applicants

The information collected during the job application process will only be used for the purpose of progressing the application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information provided during the recruitment process with any third parties for marketing purposes or store any information outside of the European Economic Area. The information provided will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details provided to us to progress your application. We will use the other information provided to assess suitability for the role applied for.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Information on the equal opportunities form will be treated in confidence and will not be seen by staff directly involved in the selection process. The questionnaire will be detached from the application form before the form is seen by those involved in selection, stored separately and used only to provide statistics for monitoring purposes after which point it will be destroyed.

For unsuccessful applicants at any stage of the process, the information provided until that point will be retained for 12 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 12 months following the closure of the campaign.

For successful applicants, the information provided during the application process will be retained by us and will form part of the employee file. This includes criminal records declaration, fitness to work, records of any security checks and references. The employment file will also contain all personal data related to employment at the Foundation. This will be retained indefinitely (I, C, F).

8. IT Management Systems

The Jack Petchey Foundation contracts with Essential Security to provide IT support.

Essential Security have access to all Jack Petchey Foundation systems for the purposes of support and maintenance only and manages the backup and spam management systems. Their contract includes a data processing agreement which meets the standards of GDPR.

9. Salesforce

We use Salesforce as our Customer Relationship Management (CRM) system to record all Jack Petchey Foundation programmes and activities. This includes data related to our various grant programmes including applications to all our grant programmes, assessments, grant reports including details of the AA scheme award winners, and monitoring and evaluation. It also covers full financial records of grantees, contractors, and suppliers, as well as all aspects of event management. For more details, please refer to the Salesforce Privacy Statement here.

If we have an obligation to pay you (e.g. payment of grants, following delivery of services or to reimburse expenses) we will collect personal data from you to enable us to complete this contractual transaction. We will store this data in Salesforce.

We use online banking to make payments and bank details will be entered into HSBC, please refer to the HSBC Privacy Statement here.

10. Breathe HR

Personal contact details of employees may be shared with Foundation managers and trustees solely for emergency purposes. Emergency contact details provided by employees will be stored in individual personnel files and will only be accessed in the event of an emergency. These details will be automatically deleted by Breathe upon the employee leaving the Foundation.

We may also collect personal data, including special category data, for the purposes of monitoring diversity and inclusion.

All employee data is stored securely on Breathe HR and is accessible only to the individual employee, their line manager, and authorised administrators. Data may be extracted in anonymised or aggregated form to support reporting and calculations.

Employees can update their personal information on Breathe HR at any time and will receive at least one annual prompt to review and update their record.

We will also store relevant information about contractors, freelancers, mentors, and Youth Consultation Panel members as necessary to manage our relationship with them and fulfil our operational, legal, and safeguarding responsibilities.

This may include contact details, contractual information, and, where applicable, safeguarding documentation. All data will be stored securely and only accessed by authorised staff. Information will be retained only for as long as necessary.

11. Website Visitors

When someone visits www.Jack Petchey Foundation.org.uk we use a third party service, Google Analytics, to collect standard internet usage information and details of visitor behaviour patterns.

We do this to find out things such as the number of visitors to the various parts of the site. As soon as this information is collected through Google Analytics, users’ IP addresses are made anonymous, and we will not make any attempt to find out the identities of those visiting our website.

This data is retained for 26 months, after which time it is automatically deleted.

Our website is hosted by WeAreBrew. Please refer to the WeAreBrew Privacy Policy here.

We use cookies on our websites to make the website work more efficiently as well as provide information on the use of the site. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from, and the pages they visited.

12. Complaints/Compliments and Feedback

If you contact Jack Petchey Foundation using our feedback page we will store your details only for as long as necessary to enable us to respond to your enquiry.

13. Keep in Touch Database

If you sign up to stay in touch with us, we will use your contact details to keep you informed about our latest news and updates. Each term, we send out an electronic newsletter, and we retain your personal information for the purpose of maintaining communication.

We also share our newsletter with individuals and organisations with whom we have a legitimate business relationship, such as grantees and staff.

We use a third-party provider, Campaign Monitor, to distribute our termly e-newsletters. We collect statistics on email open rates and link clicks using industry-standard technologies such as clear gifs, to help us monitor and improve our communications. Please refer to Campaign Monitors Privacy Policy here.

You can unsubscribe from keeping in touch with us at any time.

14. Social Media

The Jack Petchey Foundation uses a variety of social media platforms, including X (formerly Twitter), Facebook, LinkedIn, Instagram, TikTok, and YouTube. We also use a third-party service, Hootsuite, to help manage and monitor our activity on X, TikTok, Instagram, Facebook, and LinkedIn.

You may choose to unfollow us at any time

15. Videos

We regularly use videos, either commissioned by us or submitted by our partners to showcase the Foundation’s work and the projects we support. These videos may contain personal data collected as part of the Foundation’s legitimate activities. Videos may be stored on Jack Petchey Foundation systems, hosted on our website (jackpetcheyfoundation.org.uk), or shared via platforms such as YouTube.

Videos commissioned by the Foundation may be filmed and edited by external production companies, with whom we have GDPR-compliant data processing agreements in place.

We may also feature videos created by third parties, such as grantees or delivery partners, through our communications channels. In such cases, we will take all reasonable steps to ensure appropriate permissions have been obtained and that GDPR requirements are met before sharing the content.

16. Photographs

The Achievement Award Events are a celebration of young peoples and adult leaders accomplishments. To capture these memorable moments, a freelance photographer attends each event. The photographer operates under a data processor agreement that is fully compliant with UK GDPR and adheres to our photograph retention policy.

Scheme coordinators will be informed in advance of the event and asked to notify us of any award winner or leader who has not provided consent to be photographed. Each award winner will be offered an individual photo, along with a group photo featuring other winners from their school or youth organisation. Individuals who do not provide consent will be asked to step aside during photographs to ensure their privacy is respected.

Photos from the event will be made available for download via our website within 24 hours. Images are hosted by SmugMug, a third-party provider. A download link will be sent to your email address and can be downloaded within 12 months of the event.

Please refer to SmugMug’s privacy policy here.

17. General Photos

We may photograph events that Jack Petchey Foundation host or are involved in and we will inform participants that this is the case either by notice or specific forms. Participants have the right to withdraw their consent by following the instructions given.

We will also take photographs of staff and trustees, both headshots and at events. Staff and trustees will be asked to provide their consent to the use of these photographs and these will be retained indefinitely.

We may use the photographs in our publications, social media, website or the press. Photographs will be stored on our systems.

18. Case Studies

We create case studies to highlight and to celebrate the achievements of young people, schools and youth organisations following every Achievement Award Celebration Event. These case studies help illustrate real-life outcomes, promote good practice, and inspire others to get involved. They may be used in media publications, on our website, in social media, and in reports to stakeholders.

Personal data included in case studies is collected with the individual’s informed consent.

19. Publications

From time to time, we may request images from our partners and grantees to help promote the work we support through our communication channels. When accessing and using these images, we make every effort to ensure appropriate permissions are in place and that all use complies with GDPR.

We may also collect personal details from grantees or individuals involved in the Foundation’s work for the purpose of producing publications that highlight our impact. Consent will be obtained from all individuals featured. These publications may be shared via our website, social media, press releases, and other communication platforms.

In the process of creating and distributing these materials, we may work with third-party processors such as graphic designers, printers, proofreaders, or consultants. In all cases, we ensure that GDPR-compliant data processing agreements are in place.

The Jack Petchey Foundation retains both digital and hard copies of all publications indefinitely, to preserve a historical archive of the Foundation’s activities and the work of our grantees.

20. Surveys

The Jack Petchey Foundation may conduct surveys to assess the impact and effectiveness of its programmes. This helps us improve our services, demonstrate accountability to stakeholders, support strategic planning, and ensure that young people’s voices inform our work.

Participation in surveys is voluntary.

Where appropriate, responses are anonymised or aggregated to protect individuals’ identities.

Data will only be retained for as long as necessary to fulfil the purposes for which it was collected.

We may use trusted third-party service providers to administer surveys these providers are contractually required to process data securely and in full compliance with UK data protection legislation.

21. Events

If you attend one of our events we will hold relevant personal data in order to deliver this event. This may include sensitive personal data about personal circumstances or needs which may be shared with those who deliver aspects of the event e.g. caterers.

All event attendees may be listed on the delegate list that may be shared with other delegates and event partners such as the venue, caterers and IT/tech suppliers. In agreeing to attend the event you are confirming your agreement to us using your details in this way. We will only keep the information you provided for as long as necessary.

22. Visitors to the Jack Petchey Foundation Offices

If you visit Jack Petchey Foundation offices, we will ask you to provide your name upon arrival to enable us to keep track of attendees in the building.

23. Miscellaneous

We may share operational data about the Jack Petchey Foundation with the Foundation’s auditors, Sayer Vincent, as well as with HMRC, the Charity Commission, the Information Commissioner’s Office, Companies House, and other regulatory bodies if required to meet statutory audit or regulatory obligations.

24. How You Can Amend the Infomration We Hold About You Or Change How We Contact you

You can contact us at any time by email, letter, or telephone to change or update your details.

25. Contact

We are not required to have a ‘data protection officer’ but we do have a Data Protection Manager. If you have any queries or concerns at all about our data processes or policy, please e-mail us at mail@jackpetcheyfoundation.org.uk

From time to time we may make changes to this privacy notice. It will always be available on our website.

Last revised: 10/09/2025