The Metcalfe Smith Trust takes the privacy of Applicants very seriously. This policy sets how information is gathered and used, how it is stored and when and how it is destroyed.

1. Applicants are invited to complete an on-line Application Form.  A hard copy can be forwarded if the Applicant would prefer.  The Application Form asks for personal details such as name and address, but also very private information on their health and personal circumstances.  Trustees need to have this information in order to make an informed decision on whether or not a grant should be made
2. Information is stored safely and securely on-line.  Only Metcalfe Smith Trustees have login and password information.  Hard copies of Forms are scanned and then stored in the same way as electronic Applications.  The hard copy is shredded. In the first instance, data from Applicants is de-personalised so Trustees receive a summary of the individual’s circumstances and the reasons for seeking a grant.  The Applicant is referred to by his or her initials only. If Trustees require further information, they can access the full form on-line.
3. Once a year, accounts need to be audited. The Auditor also has access to full Application Forms.  Once Audited Accounts have been completed and the grant has been paid, all personal data of Applicants is deleted and hard copies are shredded. Only the de-personalised summary remains on the on-llne database.