Places Called Home - privacy notice

IKEA Limited is working with The National Lottery Community Fund on the Places Called Home programme which aims to inspire and enable communities to invest in their local community as an extension of their home. 

This privacy notice explains your rights and gives you the information you’re entitled to under the UK GDPR (as defined in section 3(10) and supplemented by section 205(4)) of the Data Protection Act 2018), the Data Protection Act 2018 and the UK General Data Protection Regulation (“the Data Protection Legislation”).

Note that this privacy notice only refers to your personal data which we process (for examples, the details of individuals at your organisation - name, date of birth, home address, email address and phone number).

Who controls the information you provide?

Places Called Home is led by IKEA Limited and The National Lottery Community Fund. Both organisations jointly control the reasons for your personal data being collected and how it’s processed for the purposes of the Places Called Home funding programme.

IKEA Limited and The National Lottery Community Fund have agreed that they will both take lead responsibility for compliance with data protection laws of the parts of the processing they undertake.

This privacy notice is issued jointly on behalf of IKEA Limited and The National Lottery Community Fund.

Why are we collecting and processing your personal data?

At the application stage, the personal data we process are the details of a legally responsible individual at your organisation (name, date of birth, home address, email address and phone number). This is processed by The National Lottery Community Fund to conduct organisational checks for the purposes of grant making. We’ll also hold the contact details (name, phone number and email address) of an individual at your organisation to maintain contact during the programme.

All data collected at the application stage The National Lottery Community Fund will use for the purposes of running this programme and will be held for oversight, audit and assurance purposes to prevent fraud and ensure that the money has been spent in accordance with regulations and the purposes of the programme.

The National Lottery Community Fund may use publicly available information about you to carry out background checks for the purposes of assessing any risks to public funding in making a grant to your organisation.

The National Lottery Community Fund will share contact details with IKEA Limited for the purpose of IKEA Limited to carry out evaluation work on behalf of both The National Lottery Community Fund and IKEA Limited to assess the success or otherwise of the projects and programme.

IKEA Limited will share contact details with Participatory City (registration number: 1175174) and Middlesex University (registration number: XN92247) in order to deliver a virtual support programme for those involved with the programme.

Our legal basis for processing your personal data

The National Lottery Community Fund are processing your personal data as it’s necessary for a task carried out in the public interest.

Who will we share your personal data with?

IKEA Limited and The National Lottery Community Fund hold the personal data outlined above on individual databases. The National Lottery Community Fund will be able to access your email address to enable them to communicate with you regarding the project’s progress and any relevant information.

We may share your personal data with organisations that help us to run this programme by conducting organisational checks and verifications for due diligence. The National Lottery Community Fund share data with IKEA Limited for the purposes of evaluating this programme. We’ll only share personal data which they need to carry out their work and subject to appropriate security measures.

The personal data The National Lottery Community Fund collects from you will be shared with fraud prevention agencies who’ll use it to prevent fraud and money laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance or employment.

Further details of how your information will be used by The National Lottery Community Fund and these fraud prevention agencies, and your data protection rights, can be found by emailing data.protection@tnlcommunityfund.org.uk.

How long will we keep your personal data?

Your personal data will be retained for seven years if you’re successful at receiving a grant from this programme. It will be erased by June 2028. If your application is unsuccessful, your data will be retained for two years.

Your rights

The data we are collecting is your personal data, and you have the right to:

• see what data we have about you
• ask us to stop using your data but keep it on record
• ask us to stop using and delete your data in certain circumstances
• have all or some of your data corrected
• lodge a complaint with the independent Information Commissioner’s Office (ICO) if you think we’re not handling your data fairly or in accordance with the law.

Contact

You can contact the ICO by:

• visiting the ICO website
• phoning 0303 123 1113
• writing to ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

If you have any concerns or wish to exercise the rights outlined here in respect of the personal data which IKEA Limited is processing, contact the IKEA Limited Data Protection Officer at dataprotection.officer.gb@ingka.ikea.com.

Or for personal data The National Lottery Community Fund is processing, contact the Data Protection Officer at gdpr.mailbox@tnlcommunityfund.org.uk.

Accuracy

IKEA Limited and The National Lottery Community Fund take all reasonable steps to keep personal data in its possession or control, which is used on an on-going basis:

• accurate
• complete
• current, and
• relevant

based on the most recent information available to us. If we’re advised of a change in information, we’ll update the data accordingly.

We rely on you to notify us of any changes to your personal data.

Your personal data will not be sent overseas and will not be used for automated decision-making.

Security of personal information

We’re committed to taking all reasonable and appropriate steps to protect the personal information we collect from you from improper use or disclosure, unauthorised access, unauthorised modification, and unlawful destruction or accidental loss.

We have taken - and will take - appropriate information security, technical, storage and organisational measures to that end, including measures to deal with any suspected data breach. All providers who are associated with the processing of your information are obliged to respect the confidentiality of your personal data.