Privacy policy

1. Scope

The HERTFORD BRITISH CHARITABLE FUND attaches the utmost importance and care to the protection of privacy and personal data, as well as to compliance with the relevant legal provisions.

The European General Data Protection Regulation stipulates that personal data must be processed lawfully, fairly and transparently. Accordingly, the purpose of this privacy policy, hereinafter the “Policy”, is to provide you with simple, clear information about the processing of your personal data in connection with your browsing and the activities you carry out on our website.

2. Data Controller

In connection with your activity on the websites of the HERTFORD BRITISH CHARITABLE FUND, we collect and use personal data relating to you, as a natural person, hereinafter “data subject”.

For all data processing activities, HERTFORD BRITISH CHARITABLE FUND, a foreign association recognised by decree under SIRET number 785 387 713 00023, with its registered office at 3, rue Barbès 92300 LEVALLOIS-PERRET, determines the means and purposes of the processing.

We therefore act as the data controller within the meaning of the regulations on personal data, and in particular EU Regulation 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data.

3. What data do we collect and how?

By using our website, you provide us with a certain amount of information about yourself, some of which is capable of identifying you, hereinafter “personal data”. This occurs when you browse our website, when you contact us to request information, or when you create an account and apply for a grant.

The nature and scope of the personal data collected about you vary depending on your relationship with the HERTFORD BRITISH CHARITABLE FUND, the main ones being:

  • Identification data: this includes any information that would enable us to identify you, such as your surname, first name, username, telephone number, email address, postal address and any other information you provide via the various channels used on our website.
  • Financial data: this data is provided by you as part of your grant application and is necessary for us to determine your eligibility and, where applicable, the amount of the grant awarded.
  • Information relating to your browsing: when you browse our website, you interact with it. Consequently, certain information relating to your browsing is collected.

4. Why do we collect your personal data and how?

We collect your personal data for specific purposes and on various legal grounds.

Purposes Personal data collected Legal bases Retention
Management of applications and payment of grants Surname, first name, email address, postal address, landline and mobile phone numbers, financial details and bank account details Legitimate interest The time required to process the application, disburse the grant, if awarded, and up to 3 years after the final payment
Contact form Surname, first name, email address, telephone number, age, and any other information that could identify you Legitimate interest 3 years from the last contact initiated by the individual

5. Do we share your personal data?

Your data may be shared within the HERTFORD BRITISH CHARITABLE FUND with the person responsible for responding to your enquiry. They are required not to use the data collected for any purposes other than those originally intended. Finally, your data may also be passed on to legal or regulatory authorities in order to comply with our legal obligations.

We do not sell your data to third parties.

Your data is intended for authorised staff at the HERTFORD BRITISH CHARITABLE FUND who are responsible for managing and fulfilling contracts and legal obligations, in accordance with the purposes for which the data was collected and within the limits of their respective responsibilities.

It may be passed on, for certain tasks related to the purposes and within the limits of their respective roles and authorisations, to the following recipients:

  • Service providers and subcontractors whom we engage to carry out a range of operations and tasks on our behalf, in particular: Benefactor Cloud; OVH; Anagramme Solutions
  • Business partners such as Google, only where you have given your express consent
  • Social media platforms such as Facebook and Instagram when your personal account is logged in whilst you are browsing and you click on the platform’s logo
  • Duly authorised public authorities, judicial, supervisory, etc., in accordance with our legal and regulatory obligations
  • Regulated professions, solicitors, bailiffs, etc., who may be involved in the enforcement of guarantees, debt recovery or litigation

When your data is shared with our service providers and subcontractors, they are also required not to use the data for purposes other than those originally intended. We make every effort to ensure that these third parties maintain the confidentiality and security of your data.

In all cases, only the necessary data is provided. We make every effort to ensure the secure communication or transmission of your data.

6. Is your data transferred to third countries?

The HERTFORD BRITISH CHARITABLE FUND stores your personal data in France, or at least within the European Economic Area (EEA), or in the United Kingdom.

If, in the future, we transfer your personal data outside the European Union, we guarantee that the transfer is made:

  • Either to a country providing an adequate level of protection, i.e. a level of protection equivalent to that required by European regulations
  • Or is governed by standard contractual clauses
  • Either it is governed by internal company rules

7. How long do we keep your data?

We retain your personal data only for as long as is necessary to fulfil the purpose for which we hold it, to meet your needs or to comply with our legal obligations.

Retention periods vary depending on several factors, such as:

  • The operational needs of the HERTFORD BRITISH CHARITABLE FUND
  • Contractual requirements
  • Legal obligations
  • Recommendations from supervisory authorities

8. How do we ensure the security of your data?

The HERTFORD BRITISH CHARITABLE FUND is committed to protecting the personal data we collect or process against loss, destruction, alteration, unauthorised access or disclosure.

We therefore implement all appropriate technical and organisational measures, depending on the nature of the data and the risks involved in its processing. These measures are designed to preserve the security and confidentiality of your personal data. They may include practices such as restricting access to personal data to authorised personnel, based on their roles.

Furthermore, our practices and policies and/or physical and/or logical security measures, secure access, authentication procedures, backups, software, etc., will be regularly reviewed and updated where necessary.

9. What are your rights?

With regard to the personal data we collect and process, you may exercise the following rights:

  • The right to information: the right to receive clear, accurate and comprehensive information about how the HERTFORD BRITISH CHARITABLE FUND uses your personal data.
  • Right of access: you have the right to request access to the personal data we hold about you, and you may request a copy of it.
  • The right to rectification: you may request the rectification of any inaccurate data concerning you.
  • The right to erasure: you may request the erasure of your personal data in certain circumstances.
  • A right to data portability: under certain conditions, you may receive all the personal data concerning you that you have provided to us, in a structured format. You also have the right to request that we transmit this data, where possible, to another controller.
  • The right to restrict processing: you have the right to restrict our processing if:
    • You contest the accuracy of your data, until we have verified its accuracy
    • The processing is unlawful but you do not wish us to erase your data
    • We no longer need your personal data for the purposes of processing, but you need it to bring, assert or defend against legal claims
    • You object to the processing on grounds relating to your particular situation, pending verification of whether our legitimate and compelling reasons for continuing the processing override those interests

If such personal data is subject to such restrictions, we will only process your data with your consent, or for the purpose of establishing, exercising or defending against legal claims.

  • A right to object to processing on the grounds of legitimate interests.
  • The right to withdraw consent at any time.
  • A right not to be subject to automated decision-making: the right for the data subject to object to fully automated decision-making and/or to exercise the additional safeguards provided in this regard.
  • Right to set out post-mortem instructions: the right for the data subject to set out instructions regarding the fate of Personal Data after their death.

You can exercise your rights by contacting our DPO at the following address:

  • By email: dpo@hbcf.fr
  • By post: 3 RUE BARBES, 92300 LEVALLOIS-PERRET

When you submit a request to exercise your rights, you will be asked to specify, as far as possible, the scope of the request, the type of right being exercised, the processing of personal data concerned, and any other relevant information, in order to facilitate the examination of your request. In addition, you may be asked to provide proof of your identity.

You also have the right to lodge a complaint with the Commission Nationale de l’Informatique et des Libertés (CNIL), 3 Place de Fontenoy – TSA 80715 – 75334 PARIS CEDEX 07, regarding the manner in which HERTFORD BRITISH CHARITABLE FUND collects and processes your data.

10. Use of cookies

Browsing the HBCF website may result in the installation of cookie(s) on the user’s computer. A cookie is a small file that does not allow the user to be identified, but which records information relating to a computer’s browsing activity on a website. The data obtained in this way is intended to facilitate future browsing on the website and is also used to measure website traffic.

Refusing to accept a cookie may prevent you from accessing certain services. However, you can configure your browser to manage the installation of cookies.

11. How can you contact us?

You can contact us at the following postal address: 3 Rue Barbès – 92300 Levallois-Perret

12. Updates to this Policy

This policy may be updated from time to time to reflect changes in data protection regulations.

The last update was made in April 2026.