Last Update: 20th December 2019


Organisation Refers to GT Scholars CIC & GT Scholars CIO Foundation
GDPR Means the General Data Protection Regulation
Responsible Person Means Data Protection Officer – Tamlyn Cowley
Register of Systems Means a register of all systems or contexts in which personal data is processed by the Organisation

Data protection principles

GT Scholars is registered under the Data Protection Act, holding and using client data for the purposes of the services that it provides. 

GT Scholars is committed to processing data in accordance with its responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

  1. Processed lawfully, fairly and in a transparent manner in relation to individuals;
  2. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
  3. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  4. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  5. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
  6. Processed in a manner that ensures appropriate security of the personal data, including  protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

General provisions

    1. This policy applies to all personal data processed by the Organisation
    2. The Responsible Person shall take responsibility for the Organisation’s ongoing
      compliance with this policy.
    3. This policy shall be reviewed at least annually.
    4. The Organisation shall register with the Information Commissioner’s Office as an
      organisation that processes personal data.

Information we hold

We hold three types of information which are covered by this policy:

  1. Organisational information – publicly available information about organisations and some confidential information
  2. Personal information – information about individuals such as names, addresses, job titles
  3. Sensitive personal information – in general, this kind of information is only held about employees. 

Lawful, fair and transparent processing

  1. To ensure its processing of data is lawful, fair and transparent, the Organisation
          shall maintain a Register of Systems.
  2. The Register of Systems shall be reviewed at least annually.
  3. Individuals have the right to access their personal data and any such requests made to the Organisation shall be dealt with in a timely manner.

Lawful purposes

  1. All data processed by the Organisation must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
  2. The Organisation shall note the appropriate lawful basis in the Register of Systems.
  3. Where consent is relied upon as a lawful basis for processing data, evidence of
      Opt-in consent shall be kept with the personal data.
  4. Where communications are sent to individuals based on their consent, the option
    for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Organisation’s systems. 

Data minimisation

  1. The Organisation shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.


  1. The Organisation shall take reasonable steps to ensure personal data is accurate.
  2. Where necessary for the lawful basis on which data is processed, steps shall be   
    put in place to ensure that personal data is kept up to date.

Archiving & Removal

  1. To ensure that personal data is kept for no longer than necessary, the
      Organisation shall put in place an archiving policy for each area in which personal
      data is processed and review this process annually.
  2. The archiving policy shall consider what data should/must be retained, for how
      long, and why.

Security, Retention & Privacy 

  1. The Organisation shall ensure that personal data is stored securely using modern software that is kept-up-to-date. 
  2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
  3. When personal data is deleted this should be done safely such that the data is irrecoverable.
  4. Appropriate back-up and disaster recovery solutions shall be in place.
  5. Our privacy policy covers the information we collect; how we process and manage such information and your rights with respect to the use and disclosure of the same. Our privacy policy can be found here:
  6. Our Data retention protection policy covers the obligations of the Organisation, the basis upon which we shall retain, review and destroy data held by us, or within our custody or control. Our data retention policy can be found here:

Data Protection Principles defined by the ICO

Whenever collecting information about people you agree to apply the Eight Data Protection Principles defined by the Information Commissioners Office (ICO):

  1.       Personal data should be processed fairly and lawfully
  2.       Personal data should be obtained only for the purpose specified
  3.       Data should be adequate, relevant and not excessive for the purposes required
  4.       Data should be accurate and kept up-to-date
  5.       Data should not be kept for longer than is necessary for the purpose
  6.       Data processed in accordance with the rights of data subjects under this act
  7.       Security: appropriate technical and organizational measures should be taken
      unauthorized or unlawful processing of personal data and against accidental loss or  
      destruction or damage to personal data.
  8.       Personal data shall not be transferred outside the EEA unless that country or
      territory ensures an adequate level of data protection.

See also –

Our Commitment

  1.  We will continually prioritise data protection in all areas of our work to ensure that we achieve the aims set out above.
  2. All new staff will be given training on the data protection policy and procedures. They will be told how they should store and handle personal information. Refresher training should be provided at regular intervals for existing staff.
  3. We will carry out an annual review of our data protection policy and procedures including our privacy policy and data retention policy.


In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Organisation shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).