Living Well Dying Well Trust (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal information responsibly and transparently. This Privacy Policy explains how we collect, use, store, and share personal data in connection with our charitable activities, including the administration of grants, communications, website use, and employment.

We are a registered CIO in the United Kingdom (Charity No. 1120811) and act as the data controller for the purposes of the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

 

1. Information We Collect

We may collect and process the following categories of personal data:

a. Grant Expression of Interest, Applicants and Recipients

• Name, address, email address, phone number, date of birth

• Organisation name, contact details and registrations

• Application details, including project proposals, financial information, and supporting documents

• Bank details (for grant payments)

• Identification and verification documents (for due diligence and anti-fraud purposes)

• Where applicable, results of Disclosure and Barring Service (DBS) checks for safeguarding purposes

b. Newsletter Subscribers and Supporters

• Name and email address

• Communication preferences

c. Employees, Trustees, and Contractors

• Contact details, employment and payment information, and payroll data

• HR records, references, and relevant compliance documents

d. Website Users

• Information collected through cookies and similar technologies (see Section 13 below)

 

2. How We Use Your Information

We use personal data to:

• Respond to enquiries

• Assess and administer grant applications and payments

• To process donations

• Conduct due diligence, identity verification, and (where relevant) DBS checks

• Communicate with applicants, grantees, and stakeholders

• Manage newsletters, events, and campaigns (where consent is given)

• Meet our legal, financial, safeguarding, and regulatory obligations

• Manage employment and payroll for staff and contractors

• To deliver services/support

• To improve or website/services

We only process personal data where we have a lawful basis under the UK GDPR — typically legitimate interests, consent, contractual necessity, or legal obligation.

 

3. Due Diligence, ID, and DBS Checks

As part of our grant-giving process, we carry out due diligence to ensure that funds are used appropriately and to prevent fraud or misuse. This may include:

• Verifying the identity of applicants and key individuals

• Reviewing governing documents, financial statements, and supporting materials

• Checking information against public registers (such as the Charity Commission, Companies House, or sanctions lists)

Where a grant involves work with children, young people, or vulnerable adults, we may request or process a Disclosure and Barring Service (DBS) check.

DBS data is processed only where necessary to meet our legal obligations and safeguarding responsibilities, and is handled in line with the Data Protection Act 2018 and DBS Code of Practice.

DBS information is retained only as long as necessary for the purpose for which it was obtained and is then securely deleted.

 

5. How We Store and Share Your Data. Disclosure of Information.

Your personal data is stored securely using reputable third-party systems and services that support our operations. These may include:

• Cloud-based platforms for secure document storage and collaboration 

• Customer relationship management (CRM) systems for managing grants, contacts, and communications

• Email and marketing platforms for newsletters and updates

• Accounting and payroll software for financial and employment administration

• A payment processor for donations

• A website analytics provider

All third-party providers act as data processors on our behalf and are bound by contractual obligations to protect your information and comply with UK data protection laws.

We may disclose your personal information to third parties if we are required to do so through legal obligation (for example to the police or a government body); to enable us to enforce or apply our terms and conditions or rights under an agreement; or to protect us, for example, in the case of suspected fraud or defamation. 

We will not sell, rent, or trade your personal data. We may share data where required by law (for example, with regulators or auditors) or where necessary to deliver our charitable purposes.

​

6. The Accuracy of Your Information

We aim to ensure that all information we hold about you is accurate and, where necessary, kept up to date. If any of the information we hold about you is inaccurate and either you advise us or we become otherwise aware, we will ensure it is amended and updated as soon as possible.

 

7. Newsletter

If you choose to join our newsletter mailings (which are sent via email), the email address that you submit to us will be stored in Mailchimp which we use for our email marketing. We consider this company to be a third-party data processor. The email address that you submit will be stored within this website’s own database but not in any of our internal computer systems.

Your email address will remain within Mailchimp’s database for as long as we continue to use this platform for email marketing or until you specifically request removal from the list.

You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you or by requesting removal via email. When requesting removal via email, please send your email to us using the email account that is subscribed to the mailing list.

You can read about how Mailchimp complies with GDPR here 

 

8. International Data Transfers

Some of our service providers may process data outside the UK or the European Economic Area (EEA). Where this occurs, we ensure that appropriate safeguards are in place — such as UK adequacy regulations or standard contractual clauses — to protect your personal data and rights.

 

9. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, safeguarding, and reporting requirements.
For grant applications, data is generally retained for 6 years after the closure of the grant, unless a longer retention period is legally required.

DBS-related information is kept only for as long as necessary to make a recruitment or grant decision, after which it is securely destroyed.

 

10. Your Rights

Under the UK GDPR, you have the following rights:

• To access a copy of your personal data

• To correct or update inaccurate information

• To request deletion of your data (where applicable)

• To object to or restrict certain processing

• To withdraw consent at any time (where processing is based on consent)

To exercise these rights, please contact us at:
info@lwdwtrust.org.uk
LWDW Trust, Office 2, 1st Floor, 139 High Street, Lewes. BN7 1XS​

 

11. Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, or disclosure.
Access to personal information is restricted to staff, trustees, and authorised contractors who need it for legitimate purposes and who are trained in data protection and safeguarding responsibilities.

 

12. Data Breaches

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, Living Well Dying Well Trust shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

 

13. Cookies and Website Analytics

Our website uses cookies – small text files placed on your device – to help it function properly and to understand how visitors use it.

We use:

• Essential cookies, which are necessary for the website to work

• Analytics cookies, which help us improve our site by collecting anonymous information about how visitors use it

• We use some social media cookies which allow you to interact with our website through various social media sites such as Facebook, Instagram, LinkedIn and You Tube.

• If we use third-party analytics (e.g. Google Analytics or similar), your IP address is anonymised, and the data is stored securely in accordance with UK data protection laws.

 

You can control or delete cookies through your browser settings. If you choose to disable certain cookies, some parts of the site may not work properly.

Where analytics or third-party tools (such as Google Analytics) are used, we ensure they comply with UK data protection laws and anonymise data wherever possible.
We do not use cookies for advertising or profiling.

​

14. Updates to This Policy

This policy replaces all previous versions and is correct as of the date at the end of this web page. We will regularly review and update this Privacy and Data Protection Statement and will update, modify, add or remove sections at our discretion.  Any changes will be notified to you through this page. Your continued use of our website, any of our services and/or the continued provision of personal information after we have posted the changes to these terms will be taken to mean you are in agreement with those changes.

 

15. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact our Data Protection Lead at:
info@lwdwtrust.org.uk
LWDW Trust, Office 2, 1st Floor, 139 High Street, Lewes. BN7 1XS

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

 

Policy Published: 29/01/2026

​

​

​

​