Privacy
John Bristow & Thomas Mason Trust (JB&TMT) takes your privacy very seriously. We are committed to processing data in accordance with our responsibilities under the General Data Protection Regulation (GDPR).
This policy sets out privacy practices in relation to your use of our website and our treatment of all personally identifiable information that we collect or hold.
Data protection principles
GDPR requires that personal data shall be:
Lawful, fair and transparent processing
JB&TMT will ensure its processing of data is lawful, fair and transparent. Individuals have the right to access their personal data and any such requests made to us shall be dealt with in a timely manner.
JB&TMT will review this policy at least annually and may update this statement from time to time. You should check this page periodically to ensure that you are aware of any changes.
Lawful purposes
All data processed by JB&TMT must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
We process your information under the lawful reason "legitimate interests".
Personal information collected
JB&TMT will only collect personal information from you where it has a legitimate reason to do so and you give your consent When applying for a grant we will collect information about you so that we can contact you about your application. We will use this information only for the purposes of assessing your application, managing or monitoring any grant awarded and related administration purposes. When applying for a personal grant, sensitive information supplied to us about your personal circumstances is kept in strictest confidence.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. However, we may occasionally disclose your personal information if required to do so by law.
Data minimisation
JB&TMT shall ensure personal data requested is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
As a grant-making charity, we use information, including personal information, as part of the process of assessing grant applications, contacting you for further information in relation to your grant proposal and monitoring the use of grants. All information provided is required in order to facilitate our grant-making and to further our charitable activities. Information collected will only be used to contact you via telephone, email or post in relation to these activities. It will not be used for any additional purposes or disclosed to any third parties without your permission, except where this is otherwise required by law.
Accuracy
JB&TMT shall take reasonable steps to ensure personal data is accurate. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date. If you would like to ask us to change personal information that is out of date or inaccurate, please contact us to correct the information where applicable.
Archiving / Withdrawing consent
JB&TMT will ensure that personal data is kept for no longer than necessary. We reserve the right to hold data related to grant applications for archive purposes, to help inform future grant making policy and processes. If you wish to withdraw your consent for us to use your personal information, you can do so at any time using the contact details shown below.
Security
JB&TMT makes every effort to keep personal and sensitive data secure and to comply with the legal rules about how we process or use this information. Access to personal data shall be limited to personnel who need access and appropriate security is in place to avoid unauthorised sharing of information. Information will not be used for any additional purposes or disclosed to any third parties without your permission, except where this is otherwise required by law.
When personal data is deleted we will make sure this done safely such that the data is irrecoverable.
Links to other websites
Our website contains links to other websites that are not under the control of and are not maintained by JB&TMT. We are not responsible for the content or reliability of the linked websites. We provide these links for your convenience only but do not endorse the material on these sites.
Cookie Policy
A cookie is a small file which asks permission to be placed on your computer’s hard drive. The information collected does not identify you. No personal information, such as your name, address or email address, is used. Data about your browsing activity is collected and analysed anonymously. You can control which cookies you accept or refuse. Please see our Cookie Policy for more information.
Breach of Security
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, John Bristow & Thomas Mason Trust shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the Information Commissioner's Office (ICO) - please see contact details below.
Contact Details
Should you require any further information or have any questions regarding our Privacy Policy please contact us at : [email protected]
If you are unhappy with our response to your enquiry about how we have processed your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). https://ico.org.uk/make-a-complaint/
This policy sets out privacy practices in relation to your use of our website and our treatment of all personally identifiable information that we collect or hold.
Data protection principles
GDPR requires that personal data shall be:
- processed lawfully, fairly and in a transparent manner in relation to individuals;
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
- processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Lawful, fair and transparent processing
JB&TMT will ensure its processing of data is lawful, fair and transparent. Individuals have the right to access their personal data and any such requests made to us shall be dealt with in a timely manner.
JB&TMT will review this policy at least annually and may update this statement from time to time. You should check this page periodically to ensure that you are aware of any changes.
Lawful purposes
All data processed by JB&TMT must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
We process your information under the lawful reason "legitimate interests".
Personal information collected
JB&TMT will only collect personal information from you where it has a legitimate reason to do so and you give your consent When applying for a grant we will collect information about you so that we can contact you about your application. We will use this information only for the purposes of assessing your application, managing or monitoring any grant awarded and related administration purposes. When applying for a personal grant, sensitive information supplied to us about your personal circumstances is kept in strictest confidence.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. However, we may occasionally disclose your personal information if required to do so by law.
Data minimisation
JB&TMT shall ensure personal data requested is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
As a grant-making charity, we use information, including personal information, as part of the process of assessing grant applications, contacting you for further information in relation to your grant proposal and monitoring the use of grants. All information provided is required in order to facilitate our grant-making and to further our charitable activities. Information collected will only be used to contact you via telephone, email or post in relation to these activities. It will not be used for any additional purposes or disclosed to any third parties without your permission, except where this is otherwise required by law.
Accuracy
JB&TMT shall take reasonable steps to ensure personal data is accurate. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date. If you would like to ask us to change personal information that is out of date or inaccurate, please contact us to correct the information where applicable.
Archiving / Withdrawing consent
JB&TMT will ensure that personal data is kept for no longer than necessary. We reserve the right to hold data related to grant applications for archive purposes, to help inform future grant making policy and processes. If you wish to withdraw your consent for us to use your personal information, you can do so at any time using the contact details shown below.
Security
JB&TMT makes every effort to keep personal and sensitive data secure and to comply with the legal rules about how we process or use this information. Access to personal data shall be limited to personnel who need access and appropriate security is in place to avoid unauthorised sharing of information. Information will not be used for any additional purposes or disclosed to any third parties without your permission, except where this is otherwise required by law.
When personal data is deleted we will make sure this done safely such that the data is irrecoverable.
Links to other websites
Our website contains links to other websites that are not under the control of and are not maintained by JB&TMT. We are not responsible for the content or reliability of the linked websites. We provide these links for your convenience only but do not endorse the material on these sites.
Cookie Policy
A cookie is a small file which asks permission to be placed on your computer’s hard drive. The information collected does not identify you. No personal information, such as your name, address or email address, is used. Data about your browsing activity is collected and analysed anonymously. You can control which cookies you accept or refuse. Please see our Cookie Policy for more information.
Breach of Security
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, John Bristow & Thomas Mason Trust shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the Information Commissioner's Office (ICO) - please see contact details below.
Contact Details
Should you require any further information or have any questions regarding our Privacy Policy please contact us at : [email protected]
If you are unhappy with our response to your enquiry about how we have processed your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). https://ico.org.uk/make-a-complaint/
Cookies
John Bristow &Thomas Mason Trust - Cookies Policy
Our Cookies Policy explains what cookies are, how we use cookies, your choices regarding cookies and further information about cookies.
What are cookies
Cookies are small text files which are downloaded to your device when you visit a website. A cookie file is stored in your web browser and allows the website or a third-party to recognize you and make your next visit easier and the website work more efficiently for you.
Cookies analyse statistics, letting you navigate between pages efficiently, remembering your preferences and generally improving your website experience.
By using John Bristow & Thomas Mason's website, you are consenting to these cookies being placed on your computer.
What are your choices regarding cookies
If you would like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser. It is however important to be aware that many websites are reliant on the use of cookies and so may not work correctly if you set your browser not to accept them.
More information about cookies
You can learn more about cookies at : http://www.allaboutcookies.org/
Our Cookies Policy explains what cookies are, how we use cookies, your choices regarding cookies and further information about cookies.
What are cookies
Cookies are small text files which are downloaded to your device when you visit a website. A cookie file is stored in your web browser and allows the website or a third-party to recognize you and make your next visit easier and the website work more efficiently for you.
Cookies analyse statistics, letting you navigate between pages efficiently, remembering your preferences and generally improving your website experience.
By using John Bristow & Thomas Mason's website, you are consenting to these cookies being placed on your computer.
What are your choices regarding cookies
If you would like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser. It is however important to be aware that many websites are reliant on the use of cookies and so may not work correctly if you set your browser not to accept them.
More information about cookies
You can learn more about cookies at : http://www.allaboutcookies.org/
Policies
Statement of Trustees’ Responsibilities
The Law applicable to Charities in England and Wales requires the Trustees to prepare financial statements for each financial period, which give true and fair view of the state of affairs of the Charity and its financial activities for that period. In preparing those financial statements, the Trustees are required to:
The Law applicable to Charities in England and Wales requires the Trustees to prepare financial statements for each financial period, which give true and fair view of the state of affairs of the Charity and its financial activities for that period. In preparing those financial statements, the Trustees are required to:
- select suitable accounting policies and apply them consistently;
- observe the methods and principles in the Charities SORP (FRS 102);
- make judgments and estimates that are reasonable and prudent;
- state whether applicable UK Accounting Standards and Statements of Recommended Practice have been followed;
- prepare the financial statements on the going concern basis, unless it is inappropriate to presume that the Charity will continue in operation.
The Trustees are responsible for keeping proper accounting records that are sufficient to show and explain the Charity’s transactions and disclose with reasonable accuracy at any time the financial position of the Charity and enable them to ascertain the financial position of the Charity, comply with the Charities Act 2011, the Charity (Accounts and Reports) Regulations 2008 and the provisions of the Trust Deed. They are also responsible for safeguarding the assets of the Charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The Trustees confirm that so far as they are aware, there is no relevant audit information of which the Charity’s Auditors are unaware. They have taken all the steps that they ought to have taken as Trustees in order to make themselves aware of any relevant audit information and to establish that the Charity’s Auditors are aware of that information.
The Trustees confirm that so far as they are aware, there is no relevant audit information of which the Charity’s Auditors are unaware. They have taken all the steps that they ought to have taken as Trustees in order to make themselves aware of any relevant audit information and to establish that the Charity’s Auditors are aware of that information.
Statement of Policies
Reserves Policy
In line with the guidance issued by the Charity Commission, the Trustees seek to apply all income on charitable purposes as soon as is reasonably prudent, however they have concluded:
Risk Management and Control Policy
The Trustees have identified the major risks to which the Trust is exposed and have established systems and procedures to mitigate those risks.
The Trustees monitor their Risk Register at least once a year.
Investment Policy
It is the Trustees’ policy to invest in equities, fixed interest instruments, commercial property and alternative assets (including hedge assets) and to place money with deposit takers.
The objective is to achieve growth, both in capital and income, but in particular to preserve the capital for future generations. Within that broad objective the aim is to obtain income in the range of £75,000 to £80,000 per annum (at the time of writing) from the Trust’s investments. This will be reviewed at least annually.
The Trustees have appointed Cazenove Capital as investment advisers. With effect from1 January 2017, they have had discretion to invest, within defined parameters, on behalf of the Charity. They seek a well-diversified portfolio of investments, with a medium to high attitude to risk and there are no restrictions in place. Some funds are placed on deposit with Schroders, otherwise investments are mainly in pooled funds to ensure a good level of diversification and efficiency. The performance is benchmarked against relevant asset class indices and inflation.
The ratio between asset classes will vary, but in general 45% to 75% will be in equities, 5% to 25% in fixed interest, 5% to 15% in commercial property funds and 0% to 20% in alternatives (including hedge assets). A small proportion may be with a deposit taker or in a current bank account.
Cazenove Capital report four times a year on the investment performance and the investment policy is reviewed at least once a year.
The Trust also owns real property and there are historical reasons for each holding. The Trustees do not invest in real property for purely investment purposes.
Policy on selection of individuals and institutions who are to receive grants
Recruitment of Trustees
Co-opted Trustees are appointed following local recommendation from organisations and the community.
On appointment, a new Trustee is sent an induction pack comprising:
The Chair then has a meeting with the new Trusteegive further information and details on the Trust and to answer any questions.
Policy of Conflict of Interest
Trustees must always be alert to the possibility of a conflict of interest. In particular they must make known, just as soon as is feasible, any interest in a matter scheduled for or under discussion which may, in the opinion of others, give rise to even a remote possibility of bias. If the interest affects the Trustee personally or affects a member of his or her family, the best course will be for the Trustee to take no part in the discussion and to leave the room. If the interest affects an organisation of which the Trustee is a member a more complicated situation arises. The interest must be made known as soon as possible and it is then for the Trustee, for the Chair of the meeting and for other Trustees present to exercise their judgement as to what part if any the Trustee should play in discussing the matter: it will be inappropriate for the Trustee to cast a vote.
Complaints and Handling Procedure
From time to time an individual or organisation may feel it has not had the best possible service that JB&TM Trust aims to provide. In such instances it is important that a complaint is made, the circumstances investigated and necessary corrective action taken within reasonable time limits.
Our policy is to have a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint; to publicise the existence of our complaints procedure so that people know how to contact us to make a complaint and to make sure everyone at JB&TM Trust knows what to do if a complaint is received. Complaints must be received within three months of the event or outcome causing the complaint.
Stage One Complaints may be received in writing by letter or email to the Trust Secretary of JB&TM Trust. The Trust Secretary will endeavour to resolve any complaint by conciliation and clarification of the issues involved. It may also be necessary to involve a member of the Board of Trustees to assist with the complaint. The Trust Secretary will reply to the complainant within 14 days.
Stage Two If the complainant is not satisfied by the result of the Stage One approach we would welcome them to use the Stage Two procedure to raise the complaint to Board level at the next full Trustee’s meeting. Trustees meet bi-monthly.
The request and reasons for the complaint to be reviewed would need to be made in writing. This would be acknowledged within 7 working days. The facts of the complaint will be fully investigated and reviewed by the Chair of the Board and the Board of Trustees.
A full written reply would be sent within 7 days of the Trustee’s meeting unless it has not been possible to fully investigate the complaint within this time scale. In this instance a progress report would be sent to the complainant with an indication of when a full reply will be given.
Stage Three Regretfully if it has not been possible to resolve the complaint then we would advise the complainant of the right to seek legal redress or to complain to the appropriate Statutory Body such as the Charity Commission.
Information about the kind of complaints the Commission can involve itself in can be found on their website at: www.gov.uk/government/publications/complaints-about-charities
Complaints will be fully recorded by JB&TM Trust in the Complaints Log. JB&TM Trust's complaints procedure is intended to ensure all complaints are handled quickly, fairly, effectively and wherever possible resolved to the complainant's satisfaction. JB&TM Trust will learn from complaints and use them to improve the services offered.
Overall responsibility for this policy and its implementation lies with the Board of Trustees.
In line with the guidance issued by the Charity Commission, the Trustees seek to apply all income on charitable purposes as soon as is reasonably prudent, however they have concluded:
- that it is right to keep about £20,000 to £30,000 in reserve as this approximates to four months outgoings and this is the amount required to ensure that the Trust can be run efficiently and to meet grant applications without delay.
- that it is right to keep additional reserves when it is anticipated that there is a real prospect that the Trustees will, within the following two years or thereabouts, make a grant which is greater than 20% of the budgeted annual income. The amount of this reserve will depend on the size of the anticipated grant or the accumulated total if there is more than one.
Risk Management and Control Policy
The Trustees have identified the major risks to which the Trust is exposed and have established systems and procedures to mitigate those risks.
The Trustees monitor their Risk Register at least once a year.
Investment Policy
It is the Trustees’ policy to invest in equities, fixed interest instruments, commercial property and alternative assets (including hedge assets) and to place money with deposit takers.
The objective is to achieve growth, both in capital and income, but in particular to preserve the capital for future generations. Within that broad objective the aim is to obtain income in the range of £75,000 to £80,000 per annum (at the time of writing) from the Trust’s investments. This will be reviewed at least annually.
The Trustees have appointed Cazenove Capital as investment advisers. With effect from1 January 2017, they have had discretion to invest, within defined parameters, on behalf of the Charity. They seek a well-diversified portfolio of investments, with a medium to high attitude to risk and there are no restrictions in place. Some funds are placed on deposit with Schroders, otherwise investments are mainly in pooled funds to ensure a good level of diversification and efficiency. The performance is benchmarked against relevant asset class indices and inflation.
The ratio between asset classes will vary, but in general 45% to 75% will be in equities, 5% to 25% in fixed interest, 5% to 15% in commercial property funds and 0% to 20% in alternatives (including hedge assets). A small proportion may be with a deposit taker or in a current bank account.
Cazenove Capital report four times a year on the investment performance and the investment policy is reviewed at least once a year.
The Trust also owns real property and there are historical reasons for each holding. The Trustees do not invest in real property for purely investment purposes.
Policy on selection of individuals and institutions who are to receive grants
- the Area of Benefit will be taken as a whole and applications from any part of the Area of Benefit or communities within it will be considered on merit;
- steps will be taken to achieve growth both in capital and in income but in particular to preserve Bristow’s Cottage and other capital of the Trust for future generations;
- in supporting projects and societies, the Trustees are determined that voluntary fund-raising efforts must not be impaired and it wishes community involvement to remain as strong as it has been in past years;
- the Trustees are willing to work in co-operation with other charities within the Area of Benefit such as Smiths and Earles.
Recruitment of Trustees
Co-opted Trustees are appointed following local recommendation from organisations and the community.
On appointment, a new Trustee is sent an induction pack comprising:
- Copy of the Trust Scheme dated 1 March 1999
- Copy of the Minutes of any subsequent special meeting of the Trustees held relevant to any resolution to amend any clause of the Trust Scheme
- Copy of the most recent audited Trust Annual Report and Accounts
- Copy of the Charity Commission publication CC3 The Essential Trustee: What you need to know
- Details of the current Trustees including contact details
- Copy of the Minutes of the last Trustees’ meeting
- Copy of the Charity Commission publication CC10 The Hallmark of an Effective Charity
The Chair then has a meeting with the new Trusteegive further information and details on the Trust and to answer any questions.
Policy of Conflict of Interest
Trustees must always be alert to the possibility of a conflict of interest. In particular they must make known, just as soon as is feasible, any interest in a matter scheduled for or under discussion which may, in the opinion of others, give rise to even a remote possibility of bias. If the interest affects the Trustee personally or affects a member of his or her family, the best course will be for the Trustee to take no part in the discussion and to leave the room. If the interest affects an organisation of which the Trustee is a member a more complicated situation arises. The interest must be made known as soon as possible and it is then for the Trustee, for the Chair of the meeting and for other Trustees present to exercise their judgement as to what part if any the Trustee should play in discussing the matter: it will be inappropriate for the Trustee to cast a vote.
Complaints and Handling Procedure
From time to time an individual or organisation may feel it has not had the best possible service that JB&TM Trust aims to provide. In such instances it is important that a complaint is made, the circumstances investigated and necessary corrective action taken within reasonable time limits.
Our policy is to have a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint; to publicise the existence of our complaints procedure so that people know how to contact us to make a complaint and to make sure everyone at JB&TM Trust knows what to do if a complaint is received. Complaints must be received within three months of the event or outcome causing the complaint.
Stage One Complaints may be received in writing by letter or email to the Trust Secretary of JB&TM Trust. The Trust Secretary will endeavour to resolve any complaint by conciliation and clarification of the issues involved. It may also be necessary to involve a member of the Board of Trustees to assist with the complaint. The Trust Secretary will reply to the complainant within 14 days.
Stage Two If the complainant is not satisfied by the result of the Stage One approach we would welcome them to use the Stage Two procedure to raise the complaint to Board level at the next full Trustee’s meeting. Trustees meet bi-monthly.
The request and reasons for the complaint to be reviewed would need to be made in writing. This would be acknowledged within 7 working days. The facts of the complaint will be fully investigated and reviewed by the Chair of the Board and the Board of Trustees.
A full written reply would be sent within 7 days of the Trustee’s meeting unless it has not been possible to fully investigate the complaint within this time scale. In this instance a progress report would be sent to the complainant with an indication of when a full reply will be given.
Stage Three Regretfully if it has not been possible to resolve the complaint then we would advise the complainant of the right to seek legal redress or to complain to the appropriate Statutory Body such as the Charity Commission.
Information about the kind of complaints the Commission can involve itself in can be found on their website at: www.gov.uk/government/publications/complaints-about-charities
Complaints will be fully recorded by JB&TM Trust in the Complaints Log. JB&TM Trust's complaints procedure is intended to ensure all complaints are handled quickly, fairly, effectively and wherever possible resolved to the complainant's satisfaction. JB&TM Trust will learn from complaints and use them to improve the services offered.
Overall responsibility for this policy and its implementation lies with the Board of Trustees.
