Privacy Notice for The Nature & Conservation Storytelling Fellowship in Wales Application

Who We Are

The National Lottery Community Fund ("the Fund") and Kogia ("we," "us," or "our") are committed to protecting your personal data in compliance with the UK General Data Protection Regulation (UK GDPR).

The Fund is the Data Controller for the information held about you for this program. Kogia acts as a Data Processor, handling your application and participation in the fellowship program on behalf of the Fund.

Contact Information:

The National Lottery Community Fund
Apex House, 3 Embassy Drive, Birmingham, B15 1TR, UK
Email: Data.Protection@tnlcommunityfund.org.uk

Kogia
1010 Kauhikoa Rd, Haiku, HI 96708, USA
Email: info@kogia.org

Personal Data We Collect

We collect personal data that you provide through our application form, including:

  • Personal Information: Name, email address, date of birth, home address, and duration of residence in Wales.

  • Application Materials: A 1-minute video introduction, links to your work, and any additional materials you submit.

  • Technical Data: IP address and browser type, collected automatically by our application platform.

  • Special Category Data (if applicable): If required for specific program purposes, we may collect sensitive data (e.g., accessibility needs), but only with your explicit consent.

Purpose and Legal Basis for Processing Your Data

We process your personal data for the following purposes:

  • Application Assessment: To evaluate your suitability for the fellowship. This processing is necessary for the performance of a contract (Article 6(1)(b) UK GDPR).

  • Program Administration: To manage all aspects of the fellowship if you are selected. This is also based on the performance of a contract (Article 6(1)(b) UK GDPR).

  • Compliance with Funding Obligations: To fulfill legal and reporting requirements, particularly to The National Lottery Community Fund. This processing is carried out under our legal obligation (Article 6(1)(c) UK GDPR).

  • Communications about Future Opportunities: To inform you about similar programs or opportunities that may be of interest. This is processed under our legitimate interests (Article 6(1)(f) UK GDPR), or, where required, based on your explicit consent.

You have the right to withdraw consent for optional communications at any time.

Data Sharing and Recipients

Your personal data may be shared with:

  • The National Lottery Community Fund: For funding oversight, reporting, and compliance purposes.

  • Kogia (as a Data Processor): Handling application review and program administration.

  • Service Providers (Typeform & Airtable): Platforms used for processing and storing your application data.

  • Regulatory Authorities: If required by law or in response to legal processes.

All third parties receiving your data are contractually obligated to protect it in accordance with UK GDPR.

International Data Transfers

If your personal data is transferred outside the UK/EEA, we will ensure it is protected using Standard Contractual Clauses (SCCs) or equivalent safeguards.

Data Retention

We will retain your personal data for one year after the conclusion of the fellowship program, unless legal obligations require us to retain it for a longer period. After this time, your data will be securely deleted.

If you wish to request the deletion of your personal data before the end of the retention period, you may do so by contacting Data.Protection@tnlcommunityfund.org.uk or info@kogia.org.

Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Access: Request copies of your personal data.

  • Rectification: Correct inaccurate or incomplete data.

  • Erasure: Request deletion of your data under certain conditions.

  • Restriction: Limit how your data is processed in certain cases.

  • Objection: Object to processing based on legitimate interests.

  • Portability: Request a copy of your data in a structured format.

To exercise your rights, please contact Data.Protection@tnlcommunityfund.org.uk or info@kogia.org. We will respond within one month.

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. While we take all reasonable steps to ensure security, no system can be 100% secure.

Changes to This Privacy Notice

We may update this privacy notice periodically. The latest version will always be available on our website.

Last Updated: 28/01/2025