Privacy Policy

1. Information We Collect

We may collect:

• your name and contact details;
• your role within a club or organisation;
• account and login information;
• information about your club or organisation;
• project and funding information;
• documents you upload;
• correspondence with us;
• order and payment information;
• application information; and
• technical information about use of our website and service.

Club documents may contain personal information about other individuals.

Please only provide information that is relevant and that you are entitled to share with us.

2. How We Use Information

We use information to:

• provide Funding Assessments and other services;
• research and assess funding opportunities;
• prepare and support funding applications;
• communicate with you;
• manage accounts and orders;
• process payments;
• operate and secure our website and systems;
• improve our services;
• maintain appropriate business records; and
• comply with legal obligations.

3. Our Lawful Bases

Depending on the circumstances, we process personal information because:

• it is necessary to perform a contract or take steps relating to a contract;
• we have a legitimate interest in operating, securing and improving our business and services;
• we need to comply with a legal obligation; or
• you have given consent where consent is required.

4. Artificial Intelligence and Service Providers

We use third-party technology providers to operate Grassroots Funding.

These may include providers of:

• hosting;
• databases and secure file storage;
• authentication;
• payments;
• email delivery;
• artificial intelligence; and
• website infrastructure.

We may use artificial intelligence services to assist with tasks such as funding analysis and drafting.

We take reasonable steps to limit information sent to third-party services to what is appropriate for the task and to configure our services appropriately for business use.

We do not rely solely on automated AI output to make final customer-facing funding eligibility decisions where our service is described as human checked.

5. Payments

Payments may be processed by Stripe or another payment provider identified at checkout.

We do not need to store complete payment-card details on our own systems when payment is processed by our payment provider.

Payment providers process information according to their own privacy policies.

6. Data Storage and Security

We use technical and organisational measures designed to protect information from unauthorised access, loss, misuse or disclosure.

These include access controls and appropriate protections around customer accounts and private documents.

No online service can guarantee absolute security.

7. International Processing

Some technology providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we take steps intended to ensure an appropriate lawful transfer mechanism and level of protection is in place where required by data protection law.

8. Retention

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing our services, maintaining business records, dealing with queries or disputes and meeting legal, tax and accounting obligations.

In particular:

• order, payment and receipt records are kept for 6 years, to meet tax and accounting obligations;
• uploaded club documents and project details are deleted 2 years after your club's last order, unless you ask us to delete them sooner; and
• account details are kept while your account is in use and deleted along with your club's project information, except where we need them for the order records above.

You can ask us to delete your information at any time by emailing [email protected].

9. Sharing Information

We do not sell personal information.

We may share information with service providers where necessary to operate our service, or with professional advisers, regulators, authorities or other parties where required by law.

We do not send a club's information to a funding organisation merely because we have identified that fund as a potential opportunity.

Information will only be submitted to a funder where this forms part of an agreed service or the customer submits it themselves.

10. Your Rights

Under UK data protection law, depending on the circumstances, individuals may have rights including:

• access to personal information;
• correction of inaccurate information;
• deletion of information;
• restriction of processing;
• objection to processing;
• data portability; and
• withdrawal of consent where processing is based on consent.

To make a request, email [email protected].

Users also have the right to complain to the UK Information Commissioner's Office.

11. Cookies

Use of cookies and similar technologies is explained in the Cookie Policy.

12. Changes

We may update this Privacy Policy from time to time.

The latest version will be published on the website with the date it was last updated.

13. Contact

Grassroots Funding is a trading name of Eliot Acton, a sole trader.

Business address: Queensgate House, 48 Queen Street, Exeter, EX4 3SR, United Kingdom.

Email: [email protected]