NDCS Grant Terms and Conditions and Data Protection Statement

You can download Family Fund’s terms and conditions here.

Declaration

Please read the statements and Terms and Conditions below before submitting an
application to us. By submitting your application, you are accepting the Terms and
Conditions, including the Data Protection Statement. If you have any questions or
concerns about the Terms and Conditions, or eligibility criteria, please email us
at [email protected].

In return for Family Fund considering this application, in its capacity as a Data
Controller, I acknowledge that I will be subject to the Terms and Conditions and declare
that the following statements are accurate:

The information that I provide about each child is accurate.

I am the applicant named in this application. I am the main carer of each child named in
this application. Each child in this application lives with me on a permanent basis. I
understand that if I share the care of any child named in this application with anyone
else, (for example, the child lives half of the time with their mother or half the time with
their father) I must notify Family Fund of this.

I understand that, by submitting this application, Family Fund will use its Legitimate
Interest to consider me for grant programmes and support that may be relevant to me
unless I inform them of my desire to opt-out of this process.

I understand that help from Family Fund and the programmes that it manages is
discretionary and subject to funding. There is no entitlement to a grant or support, and
all cases are assessed on an individual basis.

Terms and Conditions:
You must acknowledge the statements below before your application
is processed.

I declare as follows:

The information provided by me to Family Fund, whether through this application form,
by phone, or otherwise is accurate and up-to-date and not misleading.

I have read the Family Fund Data Protection Statement and the relevant statements
from other programmes managed by Family Fund to which I am applying. I
acknowledge, on behalf of myself, each child referred to in this application, and all
other family members about whom Family Fund will process personal information in
connection with this application, that Family Fund will collect and use our personal
information as set out in the Data Protection Statement. I am authorised to give such
acknowledgement on behalf of each child and family member. I will inform you if any
such information requires updating and that, where I submit any other person’s details
to Family Fund, I have that other person’s permission or am otherwise legally permitted
to do so on their behalf.

I understand that as well as the information that I provide directly to Family Fund about
my family circumstances in the application, where I permit you to do so you may also
collect information about me and my family’s circumstances from third party
professionals linked to my child’s healthcare, education or social care.

I understand that retained information will include contact information for family
members, children and third parties passed on by me to Family Fund across the period
that my child may be eligible for assistance. Should circumstances change that require
amendments or deletions of any contact information held on my file, I understand that
it is my responsibility to notify Family Fund, either in writing or over the phone, as soon
as those changes in circumstances occur. If circumstances are particularly sensitive, I
shall take extra care in notifying Family Fund (for example, using recorded delivery and
following up any written request with a phone call etc).

I agree to advise Family Fund of any changes in circumstance that may affect the
application, for example any changes in my child’s condition, including the death of any
child. I will notify Family Fund in writing of such changes as soon as they occur, whether
they occur before or after the date of this application.
If Family Fund awards me a grant, I will use it specifically for the purpose that I agree
with Family Fund during the application process.
In addition, in relation to grants awarded:

• I understand that certain grants will be provided in the form of goods, services or
  by payment card using suppliers selected by Family Fund; and that cash
  alternatives will not be provided where Family Fund believes its offer is
  reasonable.
• I acknowledge that, as a condition of receiving the grant, I will be required to
  obtain and retain, for at least 12 months, receipts for any items purchased by me
  using Family Fund grants. I will then send them to Family Fund within six weeks
  of a request from Family Fund (which Family Fund shall use as necessary for its
  legitimate interests in maintaining records of awarded grants).
• I agree not to sell or transfer any goods awarded by Family Fund for the term of
  any warranty unless there is a change of carer.
• I agree that, in the event of any change of carer of any disabled child, any items
  or funds awarded specifically to assist with the disabled child (for example,
  computing equipment) will be transferred, free of charge, to the new carer if such
  items or funds are required for the disabled child.
• I agree that, if I move house, I must take with me any removable items provided
  by Family Fund and notify Family Fund of my new address.
• I understand that any grants that are awarded, unless expressly stated
  otherwise, are a contribution towards the items referred to in my application and
  that in accepting the grant I will be expected to pay any additional amounts
  required to purchase those items or services.
• I understand that cash grants will be paid directly into a bank account and that
  this can be my own account or one belonging to a person nominated by me,
  subject to that person’s agreement. I understand that if my bank details change
  after I have provided them to Family Fund, I will contact the charity to notify
  them. I understand that if I provide incorrect bank details or fail to advise Family
  Fund of a change then Family Fund may not be able to recover an awarded
  amount from the incorrect recipient and therefore may not be able to award me a
  grant.
  I understand that from time-to-time Family Fund may receive funding for grants and
  support which I can be considered for, which will require my agreement to specific
  terms and conditions which may be different to those above. I understand Family Fund
  will make it clear to me that different terms and conditions apply and require my
  acceptance of those terms and conditions at that time.
  I understand that Family Fund will investigate any allegations of misuse of grants or
  fraud and will prosecute if there is sufficient evidence to prove that fraud has been
  committed.
  I agree that these terms and conditions, the declaration and the Data Protection
  Statement are governed by English law and that the courts in England and Wales have
  non-exclusive jurisdiction to hear disputes between us. However, I acknowledge that if I
  am a resident of Northern Ireland, I may also bring proceedings in Northern Ireland, and
  if I am a resident of Scotland, I may also bring proceedings in Scotland.
  Please note that we may contact you using the contact details we hold on file for you
  once you have submitted this application.
  By signing the application form I confirm that I have read, understood and agree to be
  bound by the terms and conditions set out above. I will also, by doing so, be providing
  explicit consent to me and my family’s personal information being processed for the
  purposes of Family Fund considering, and responding to, my application in accordance
  with the Data Protection Statement. I will also be acknowledging that the statements in
  the declaration above are accurate.
  Family Fund Data Protection Statement
  We need to collect data about you, your child, and your family in order to process your
  application to the National Deaf Children Society Family Fund grant programme. This
  Family Fund Data Protection Statement explains what data we will collect, how it will be
  used, how long we keep it for, and what you need to do if you wish to see what data we
  hold about you. By submitting an application to this programme, you are acknowledging
  the contents of this statement. Please read this statement carefully and contact us if
  you have any questions.
  Who are we?
  Family Fund is the working name of Family Fund Trust, a charity with the aim of helping
  families with disabled or seriously ill children to have choices and the opportunity to
  enjoy ordinary life.
  Purpose of this statement
  Family Fund is committed to ensuring that all personal data we hold is treated properly
  and in accordance with applicable data protection legislation. In accordance with this
  legislation, we are required to explain what we will do with any data that we collect
  about you during the provision of our services to you.
  The highlights (or what you need to know)
• We need to process your personal data but will always keep it safe.
• We do not always need your consent to process your information.
• We may need to share your information with third parties who will provide a grant
  or service to you.
• You need to inform or get permission from all people / individuals named in the
  application.
• If your grant is successful, we would like to inform you of additional grants and
  services for which you may be eligible.
• We will only keep your data for as long as necessary.
• This is a grant funding and evaluation programme – as well as making an
  application for grant funding, we have included evaluation questions within the
  application form as appropriate. You do need to complete the evaluation
  questions in order to receive grant funding; but you are very much encouraged to
  do so in order that NDCS (National Deaf Children’s Society) can you used your
  responses to inform their future work.
  Responsibilities
  We are the Data Controller of the personal data we process for the majority of grant
  schemes we operate, and therefore are responsible for ensuring our systems,
  processes, suppliers and employees comply with applicable Data Protection
  legislation. Our registration number with the Information Commissioner’s Office is
  Z5314842.
  We have a Data Protection Officer, who oversees compliance with Data Protection
  legislation and this statement, and provides guidance and advice as required. You can
  contact them using the information in “Our Details” section at the end of this document
  or by email to [email protected]
  Who does this statement apply to?
  This statement applies to anybody who applies to t the National Deaf Children Society
  Family Fund grant programme, regardless of the outcome of any decision-making
  processes.
  Why do we collect your personal data?
  We collect your personal data in order to:
• assess and proceed with an application you have made to us;
• assess and understand your needs in respect of additional support.
  Any individual or organisation collecting or processing personal data must have a lawful
  reason for doing so, as defined by the General Data Protection Regulations or
  GDPR: https://ico.org.uk/your-data-matters/does-anorganisation-need-my-consent/.
  When you first apply for a grant, we need your consent to process your details. However,
  once the application is accepted, regardless of outcome, we shall continue to process
  the request using our legitimate interest.
  What data do we collect about you when you apply?
  When you apply to us for grants or support, we need to assess your application against
  the eligibility criteria for the programmes that we manage as explained in our terms and
  conditions. To consider your application we ask for:
• personal data, such as names, addresses and dates of birth for you and any
  family members who we may need to speak to or who are relevant to your
  application. We need your personal data to progress your application or support
  your other service needs.
• special category data. This is sensitive personal information, directly from when
  you apply to us for assistance. For example, details of your child’s disability and
  the level of support needed when carrying out day-today activities. We will only
  use special category data about you, or others, for the specific purpose that you
  provide it.
• bank account details: These may be collected if we are considering you for a
  cash grant.
• Information about third party professionals: Where you permit us to do so we
  may also collect data from professionals linked to your child’s healthcare,
  education, or social care.
  We may also collect additional data from you when you:
• contact us using social media and messaging services like Facebook, WhatsApp,
  or X (formerly known as Twitter). Your security settings might give us permission
  to access data from your accounts.
• contact us over the phone, by email, social media or by post in support of your
  application. Some calls to Family Fund are recorded.
• Complete any non-mandatory questions in the application form: This is a grant
  funding and evaluation programme – as well as making an application for grant
  funding, we have included evaluation questions within the application form as
  appropriate. You do need to complete the evaluation questions in order to
  receive grant funding; but you are very much encouraged to do so in order that
  NDCS (National Deaf Children’s Society) can you used your responses to inform
  their future work.
  Any other data that you submit to us (including, but not limited to, information provided
  via our website and information submitted in connection with fundraising and
  volunteering activities carried out by you) will be processed in accordance with our
  general Privacy Policy, a copy of which can be accessed via
  www.familyfund.org.uk/privacy-notice
  How do we use the data that you provide to us in applying for grants or support?
  We will use the data described above (received directly from you) as appropriate to
  understand whether:
• your child meets the requirements of our disability policy; and
• whether you and your family circumstances meet specific criteria associated
  with the provision of those grants and services; and, if so,
• how we can help you and best provide support to you.
  If you provide sensitive personal information about you or others on an application
  form, online or verbally, we will consider that you will have given your explicit consent
  for to us to process this information. Of course, we will only use this for the purpose
  given, such as to discuss your application, but it will also apply to any subsequent
  grants or support services that we are able to provide within four years of the date we
  award you with assistance. We will further use your data where necessary for our
  legitimate interests as follows:
• in dealing with any enquiries and requests that you send to us.
• to inform you of the availability of additional grants and support that may be
  relevant to you, using our legitimate interest.
• to remind you to redeem any grant that we have agreed to provide if it is near its
  expiry date.
• to generate anonymised evidence reports and summaries of our completed work
  for publication on our website, and performance data for inclusion in our annual
  report responding to appeals or complaints.
• our own research purposes or for the legitimate research purposes established
  by organisations with which we are associated, including our funder
• our own audit and assurance purposes and our continuous desire to improve our
  services.
• our own administrative purposes.
  We will also use your personal data:
• to provide you with grants and support that you have requested or which we
  otherwise agree to provide to you; and
• where necessary, for the substantial public interest in us ensuring that we can
  effectively and efficiently administer our related funding agreements Automated
  Processing and Decision Making, and AI (Artificial Intelligence)
  Automated Processing is when data is processed by a computer system without manual
  input by a person. Automated Decision Making is when a decision is made on a form of
  application by a computer system without manual review by a person.
  Guidance on your rights relating to Automated Processing and Automated Decision
  Making may be found on the website of the ICO (data protection regulator for the
  UK): https://ico.org.uk/for-the-public/your-rights-relatingto-decisions-being-madeabout-you-without-humaninvolvement/
  Family Fund uses automated processing in our application process:
• to provide an indication of whether we believe you may be eligible for a grant
  award, and
• to identify which grant schemes may be applicable based on certain criteria
  (geographical location, medical condition, etc.).
  As a decision is not made on an application in these processes, they are not considered
  Automated Decision Making. If the information you have provided in your application
  form and as supporting evidence passes our Automated Processing checks without
  needing any further verification, then an Automated Decision may be made to award a
  grant. Any grant applications made in subsequent years after a first grant is awarded
  may also be awarded by an Automated Decision. Family Fund does not decline
  applications via Automated Decision Making.
  Family Fund does not use AI to support decision making. Some AI tools have been used
  in the development of our grants management systems only.
  What third parties might we disclose your data to?
  Family Fund will share your data with suppliers who will provide grants or services to
  you.
  Other than this, we will not provide your data to third parties without your express
  consent. We do not sell personal data under any circumstances.
  (a) Research
  We may look to obtain data for our reporting by sending you a link to a survey.
  Participation in a survey is optional and you can choose whether or not to take part. If
  you never want to be contacted about taking part in surveys, you can opt out by writing
  to the Family Contact Team in the “Our Details” section at the end of this document, or
  by emailing us at [email protected]. We will use our legitimate interests to
  make this contact with you.
  Please note any such reports and summaries will contain general information on trends
  and/or issues and will not identify you.
  On occasion we may provide your contact details to a trusted research organisation
  conducting research on our behalf. If you’re contacted for research purposes and you
  don’t want to be involved, you can say that you don’t want to be contacted again as set
  out above.
  We may contact you to ask you if you would like to provide a case study or tell your story
  so we can report the impact of what we do to our funders. If you are happy to do this we
  will only use the data that you provide with your explicit consent.
  (b) NDCS Support Evaluation
  Within the application form for this programme are questions designed to help NDCS
  review the support they provide, and to inform future decisions. These are known as
  “evaluation questions”. You do need to complete the evaluation questions in order to
  receive grant funding; but you are very much encouraged to do so in order that NDCS
  (National Deaf Children’s Society) can you used your responses to inform their future
  work.
  The responses from the evaluation questions will be analysed by Family Fund and the
  outcomes provided to NDCS. Personal details will not be provided to NDCS as part of
  the evaluation.
  (c) Various others
• where you permit us to do so we may share data with third party professionals
  linked to your child’s healthcare, education, or social care.
• funders, where there is an obligation to report on grant funding activity. This will
  be pseudonymised where possible; and
• any third party which is involved in the provision of the assistance we are
  providing to or procuring for you.
  If you receive goods or services from us, we will pass data about you to our relevant
  supplier(s) so that they can provide you with these goods or services and any
  associated services.
  We will provide our quality assurance assessors with your contact and order details,
  under a duty of confidentiality, so that they can monitor the performance of, and your
  satisfaction with, our suppliers. A list of suppliers and quality assurance assessors is
  available by writing to our address for correspondence (as shown at the beginning of
  this Statement) with details of your request.
  We may also share personal data about you:
• with third parties who are directly involved in dealing with any request, enquiry or
  correspondence submitted by you;
• with third parties who are providing us with professional advice and support
  where necessary for our legitimate interests in obtaining such advice or support;
• where we are legally required to do so;
• where we believe there to be a safeguarding concern;
• in connection with criminal investigations, legal proceedings or prospective legal
  proceedings where necessary for our legitimate interests and permitted
  by law; and
• where necessary for our legitimate interests in establishing, exercising or
  defending our legal rights (including providing data to others for the purposes of
  fraud prevention) and permitted by law.
  Where we engage third parties to process data on our behalf, data is only shared for the
  purpose of the third-party providing services on our behalf.
  For financial and technical reasons, we may, on occasion, decide to use the services of
  a supplier outside the United Kingdom (UK), which means that your personal data is
  transferred, processed and stored outside the UK. For example, we may use third party
  software for our ‘contact us’ forms, or for surveys that we do. We take steps to ensure
  that these organisations have in place suitable technical and organisational safeguards
  through the agreements we hold and through the use of International Data Transfer
  Agreements (IDTAs) where necessary.
  In the event that you provide us with feedback regarding our activities, we may disclose
  that feedback to those of our suppliers who are involved in those activities.
  Third party websites and services
  If we signpost you to another website, or you register to attend an event managed by a
  third party, you need to ask how they will process your personal data as we can no
  longer guarantee the safety of your personal information.
  How long do we keep your data for?
• we keep the data we hold about you for as long as we need it for the purpose we
  collected it.
• when we no longer need your information, we shall remove all references to your
  family and securely destroy it.
• a copy of our data retention policy is available from us upon request.
• applications which have been saved but not submitted will have their data
  erased at the point the programme closes for applications.
• Where you provide us with supporting documents, we apply a shorter retention
  period to that data to ensure we’re not keeping more data than is necessary
  Where possible we will keep your record accurate and up to date, but to help us achieve
  this you need to keep us informed of any changes to your circumstances.
  Should you perceive the changes to your circumstances as being particularly sensitive
  you must take extra care with how you notify us of those changes.
  If you have subscribed to, or are receiving a copy of, our newsletter, we shall continue to
  send you information unless you withdraw consent.
  Your choices and rights you have in respect of your personal data
  (a) Your choices
  Where we are processing your data on the basis that we have your consent, you can
  withdraw your consent at any time. This can be done by emailing us
  at [email protected] or writing to the Family Contact Team at our
  registered address in the ‘Our Details’ section at the end of this document. Any such
  withdrawal will not affect the lawfulness of our processing based on your consent
  before you withdrew it.
  Please note that if you withdraw your consent to us processing your personal data for
  any of the purposes described above, this may result in us being unable to carry out a
  relevant action or provide you with any related feedback or response.
  If you withdraw your consent to us processing your data in connection with an
  application for grants or support, we will be unable to consider your application any
  further.
  (b) Your rights
  You have a legal right to see a copy of the personal data that we keep about you and to
  require us to correct any inaccuracies, subject to certain exemptions. In some
  circumstances you may also have the right to:
• request that we erase any personal data held about you;
• restrict our processing of your personal data (for example to ask to suspend the
  processing of personal data to establish its accuracy or the reasons for
  processing it);
• data portability (i.e. to request the transfer of personal data to a third party); and
• object to our processing of your personal data.
  Requests in respect of the above may be made by writing to the Data Protection Officer
  at the address in the Our Details section at the end of this document, or by
  emailing [email protected]. Please also contact us if you have any reason to
  believe that data we hold about you is inaccurate.
  When you make a request:
• we will respond to your request as soon as possible and within any legal
  timeframes.
• we may request proof of your identity before complying with any request.
• you will not generally have to pay a fee to exercise any of your rights.
  Security of your data
  We endeavour to keep all data safe by taking all reasonable precautions to protect data
  from misuse, loss and unauthorised access, modification or disclosure.
  How will you know if we make any changes to this data protection statement?
  We may amend this statement from time to time. If we make any changes to the way in
  which we use your personal data, we will notify you by writing to you or by sending you
  an email. We will also post a notice on our website.
  You can view the current version of our Terms and Conditions and Data Protection
  Statement on our website at www.familyfund.org.uk/terms-conditions
  We also provide a Privacy Notice on our website – this will also be updated with relevant
  changes as they are made. This is available at: www.familyfund.org.uk/privacy-notice.
  Contact and feedback
  If you have any queries or wish to raise a complaint on how we have handled your
  personal data, write to our Data Protection Officer at our registered address in the Our
  Details section below or email [email protected]
  If, at any time, you are not satisfied with our response or believe we are processing your
  personal data not in accordance with the law, you have the right to lodge a complaint
  with the Information Commissioner’s Office. Information on this may be found
  at www.ico.org.uk/make-a-complaint/
  Our details
  Family Fund is a working name for Family Fund Trust, a charity registered in England
  under registered charity number 1053866, Scottish Charity no. SC040810, and a
  company limited by guarantee in England under registered company number 3166627.
  Our registered office is at Unit 3, Alpha Court, Monks Cross Drive, Huntington, York,
  North Yorkshire, YO32 9WN, United Kingdom. Family Fund Trust is authorised and
  regulated by the Financial Conduct Authority (FCA) under reference number 912508.