Data protection, privacy and communications policy

Forces in Mind Trust (FiMT) takes privacy very seriously and is committed to protecting it. This policy describes how FiMT collects and uses personal information about people who visit our website and give us their data over the phone, face to face, and in writing.  This policy also states how we store data, how we use it and how those who give us their details can request that their data is used by FiMT.

Any changes to this policy will be posted online at

If you have any queries about this policy, please contact: Operations Manager, Forces in Mind Trust, Mountbarrow House, 6-20 Elizabeth Street, London SW1W 9RB

How do we collect information?

We obtain personal information from you when you enquire about our activities, apply for a grant, register with us, send or receive an email, ask a question or otherwise provide us with personal information. We may also receive information about you from third parties.

What information do we collect?

The personal information we collect might include name, job title, email address, postal address and telephone number.

We also gather general information about the use of our website, such as which pages users visit most often, and which are of most interest.  To do this we use anonymous information which does not identify individual visitors to our website.  Please see the section below on Cookies.

How do we use this information?

We will use your personal information for:

  • Dealing with your enquiries and requests
  • Assessing and monitoring grant applications
  • Providing information about the Trust’s work, including sending you invitations to attend our events
  • Analysing and improving our work and services
  • Aiding fraud prevention
  • For administrative purposes

Your choices

You have a choice about whether you want to receive information about FiMT’s work.  We will contact you if you have indicated that you wish to be contacted, or if we believe some information may be of legitimate interest to you or the organization you represent.  We will always give you the opportunity to request your details to be removed from our mailing list.  You can change your contact preferences by contacting the Operations Manager at the address above.


Forces in Mind Trust’s Privacy Statement

The General Data Protection Regulation (GDPR) provides the legal framework that defines how personal information can be used. FiMT is fully committed to complying with the GDPR and has a legal duty to protect any information we collect from you.

  • Your personal information is only used for the purpose for which we collect it
  • Only information that we actually need is collected
  • Your personal information is only seen by those who need it to do their jobs
  • We will only disclose data when obliged to disclose personal data by law, or the disclosure is necessary for purposes of national security, taxation and criminal investigation, or we have your consent
  • Personal information is retained only for as long as it is required for the purpose collected
  • We will keep your information up to date
  • Your information will be protected from unauthorised or accidental disclosure
  • We will provide you with a copy of your personal information on request (please see below for information on access rights and requests)
  • Inaccurate or misleading data will be corrected as soon as possible
  • These principles apply whether we hold your information on paper or in electronic form.

The GDPR provides the following rights for individuals:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling

For detailed information on the above rights please visit

Access Requests

To obtain a copy of the personal information we hold about you, please write to: Operations Manager, Forces in Mind Trust, Mountbarrow House, 6-20 Elizabeth Street, London SW1W 9RB.

How do we protect personal information?

We take appropriate measures to ensure that the personal information disclosed to us is kept secure, accurate, and up to date. All data is stored securely within the UK and access is restricted to those who have a legitimate need to know.

We will ensure that your personal information is kept only for so long as is necessary for the purposes for which it was collected. Information will not be kept for longer than it is necessary, according to our Data Retention Schedule.

Will we disclose the information we collect to outside parties?

Our Privacy Notice for Applicants / Grant Holders / Contractors contains information on data we may share with our Independent Grants Assessor based outside the EU, otherwise we will only disclose data when obliged to disclose personal data by law, or the disclosure is necessary for purposes of national security, taxation and criminal investigation, or we have your consent.

Cookie Usage

The FiMT website uses cookies, tracking pixels and related technologies. Cookies are small data files that are served by our platform and stored on your device. Cookies help us to provide you with a better experience by allowing us to understand what areas of the website are of interest to our visitors (e.g. via Google analytics).

Our cookies aren’t used to identify you personally. They collect anonymous information on the pages visited and we do not use advertising cookies. Most browsers will allow you to turn off cookies. To learn more about cookies and how to manage them, visit

Lawful basis for processing data

  • By providing us with your personal information you consent to the collection and use of this information in accordance with the purposes described in this policy.
  • The processing may be necessary for the fulfilment of a contract, or because you have asked us to take specific steps before entering into a contract.
  • In some cases, we will have the legal obligation to process data to comply with the law (e.g. staff data processing for deduction of tax and national insurance from pay).
  • The processing may also be necessary for legitimate interests, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests (e.g. fraud prevention).

Right to withdraw consent

You have the right to withdraw consent at any time by contacting the Operations Manager at the address above.


Our website may include links to websites run by other organisations. FIMT is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully.


If your personal details change, please help us to keep your information up to date by contacting: Forces in Mind Trust, Mountbarrow House, 6-20 Elizabeth Street, London SW1W 9RB. E-mail:

We may change the terms of this privacy statement from time to time.  If we do so, we will post the changes here so please check from time to time. By continuing to use our website you will be deemed to have accepted such changes.

Right to lodge a complaint with a supervisory authority

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with the Office of the Information Commissioner (contact details below) if you consider that our processing of personal data relating to you infringes your rights.

Data Protection Regulator

Further information and advice about data protection is available from:

The Office of the Information Commissioner
Wycliffe House
Water Lane
Cheshire SK9 5AF
Tel: +44 (0) 01625 545 745



Last revision: 20 June 2019