Privacy & Cookie Policy

Effective Date: January 2025

This Privacy Policy outlines how we, The Maple Leaf Trust, process your personal data. We take the privacy of your personal data very seriously, and all data captured will be used and held in accordance with the requirements of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). If you have any questions or concerns about how we handle your personal data, please contact us:

Email: info@mapleleaftrust.com
Address: Maple Leaf Trust, Canada House, Trafalgar Square, London SW1Y 5BJ

Purpose of Processing Your Personal Data

We process your personal data for the following purposes:

  1. Completing an application form: to progress the application with a view to potential funding. Lawful basis: contract.

  2. Making an enquiry: to answer the enquiry. Lawful basis: contract.

  3. Consent to information on future activities: to send updates on fundraising activities. Lawful basis: contract.

Legal Basis for Processing

The legal basis on which we rely for processing your personal data includes:

  1. Consent: For sending information about future activities or answering an enquiry. When you submit your email address or consent to receive updates, we will make it clear how your data will be used. You can opt-in by ticking a box, and you can withdraw your consent at any time.

  2. Contract: When processing your personal data is necessary to administer a relationship (e.g., funding applications, services, or memberships).

Marketing

We may conduct basic profiling for marketing purposes to ensure communications are relevant and targeted, such as segmentation based on location or stated interests. We will only send you marketing communications in line with your preferences. If you wish to opt-out or change your preferences (e.g., email, post), please contact us:

Email: info@mapleleaftrust.com
Address: Maple Leaf Trust, Canada House, Trafalgar Square, London SW1Y 5BJ

Recipients of Your Data

In carrying out our activities, we may share your data with trusted third parties, such as:

  • Mailing houses

  • Email broadcasting platforms

  • Marketing agencies

We ensure these third parties respect your privacy and comply with UK data protection laws.

Data Retention

We will retain your personal data:

  • For six years in connection with the purposes for which it was collected unless a longer retention period is required by law or for legitimate business purposes.

  • For marketing purposes, we will retain your data until you withdraw your consent or opt out of communications. In such cases, we will keep your contact details solely to ensure we do not contact you again.

Your Rights

Under UK data protection laws, you have the following rights regarding your personal data:

  1. Right to be informed: you have the right to be told about the collection and use of the personal data you provide. This privacy policy sets out the purpose for which we process your personal data, how long we will keep your data, who we will share your data with. If you have any questions on how and why we process your data please contact us at the contact details above.

    If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-be-informed/

  2. Right of access: you have the right to know whether we are processing your personal data, and to a copy of that data. We would need as much information as possible to enable us to locate your data. We will respond to your request within 28 days of receipt of your request. If you want to exercise this right, please contact us at the contact details above.

    If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-of-access/

  3. Right to rectification: you have the right to have any incorrect personal data corrected or completed if it is incomplete. You can make this request verbally or in writing. We will need as much information as possible to enable us to locate your data. We will look at any request and inform you of our decision within 28 days of receiving the request.  If you want to exercise this right, please contact us at the contact details above.

    If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-rectification/

  4. Right to erasure: this right, often referred to as the right to be forgotten allows you to ask us to erase personal data where there is no valid reason for us to keep it. We will look at any request and inform you of our decision within 28 days of receiving the request.  If you want to exercise this right, please contact us at the contact details above.

    If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-erasure/

  5. Right to restrict processing: you have the right to ask us to restrict processing of your data. We will look at any request and inform you of our decision within 28 days of receiving the request.  If you want to exercise this right, please contact us at the contact details above.

    If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-restrict-processing/

  6. Right to object: you have the right to object to our processing of your personal data based on:

    (i) legitimate interests, or for the performance of a task in the public interests/exercise of official authority (including profiling) – your objection should be based on your particular situation. We can continue to process the data if we can demonstrate compelling legitimate grounds which override your interests.

    (ii) direct marketing (including profiling) – you have an absolute right to ask us to stop processing for the purposes of direct marketing. We will action your request as soon as possible.

    (iii) Scientific/historical research and statistics – your objection should be based on your particular situation. If we are conducting research where the processing is necessary for the performance of a public task, we can refuse to comply with your objection.

    If you want to exercise this right, please contact us at the contact details above. If you want to know more about this right, the ICO has more guidance on their website: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/right-to-object/

To exercise these rights, please contact us with proof of your identity (e.g., a copy of your passport or driving licence). We will respond to your request within 28 days. For more information about your rights, visit the ICO website: https://ico.org.uk/.

Cookies

Our website uses cookies to enhance your browsing experience. A cookie is a small file stored on your browser that helps websites function efficiently. Learn more at http://www.allaboutcookies.org/.

Cookies We Use
  - Squarespace (site functionality)
  - Google Analytics (site analytics)

Managing Cookies

You can set your browser to block or delete cookies, but this may impact your ability to use some features on our website.

Third-Party Websites

Our website may include links to external websites. These are outside our control, and their privacy practices may differ. We encourage you to review their policies.

Lodging a Complaint

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Website: https://ico.org.uk/concerns/
Phone: 0303 123 1113


Policy Updates
This policy is reviewed regularly and updated as necessary. The most recent update was in January 2025.