Privacy Notice


The Trustees of the Ogilvie Charities (the umbrella title for seven individual charities with a common board of trustees and a single administration) require and use information in order to achieve the charities objectives. Full details of each charity are available on request. Such data may relate to the residents (and their relatives, next of kin etc.) of the charities Almshouses, grant applicants, and employees and Trustees.

Information about you

The data processed by the Trustees is provided primarily and predominantly by the data subjects themselves; other information may come from third parties (e.g. HMRC).

Types of data processed by the Trustees are

  • Individuals name
  • Home Address and other contact details
  • Gender
  • Date of Birth
  • Marital Status
  • National Insurance Number
  • Bank Account Details
  • Income and Expenditure of applicants and residents

All personal data that the trustees collect, record and/or uses in any way, whether held on paper and/or electronically will be the subject of appropriate safeguards to ensure that The Trustees comply with the applicable data protection laws.

Our use of this information

The data held will only be used to process grant applications, provide the residents of the Charities Almshouses with accommodation and/or services and allow the employer to pay employees and to comply with current employment law.

This information will not be shared with other parties – with one exception namely the out of hours Care Line providers who provide monitoring cover for the Almshouses residents.


The Ogilvie Charity will take reasonable precautions to prevent loss, misuse and/or alteration of information given to the Charity.

Communications received and sent by e-mail are not encrypted and are thus not fully secure; the Ogilvie Charities will endeavour to keep its systems free from viruses etc. but cannot be responsible for all communications being virus free and/or containing other harmful effects.

Data subject access requests

All individuals who the charity hold data on have a right

  • To be told about the data the Trustees hold
  • To request access to and rectification and/or erasure of personal data
  • To withdraw consent to the processing of data
  • To lodge a complaint about processing data with the UK data protection supervisory authority

If you wish to exercise any of these rights please submit, in writing, your request to the name and address in the section listed ‘Other Information’.

Data Retention

The Trustees will retain personal data in line with its Data Retention Policy.