1.     Scope

HERTFORD BRITISH CHARITABLE FUND attaches the utmost importance and care to the protection of privacy and personal data, as well as to compliance with the relevant legal provisions.

The European Regulation on the protection of personal data stipulates that personal data must be processed in a lawful, fair and transparent manner. The purpose of this privacy policy (hereinafter referred to as the "Policy") is to provide you with simple, clear information about the processing of your personal data when you browse and carry out transactions on our website.

2.     Data controller

In the context of your activity on the HERTFORD BRITISH CHARITABLE FUND websites, we collect and use personal data relating to you, as a natural person (hereinafter referred to as the "data subject").

For all processing operations, HERTFORD BRITISH CHARITABLE FUND, a foreign association recognised by decree, under Siret number 785 387 713 00023, whose registered office is located at: 3, rue Barbès 92300 LEVALLOIS-PERRET, determines the means and purposes of the processing. We therefore act as the data controller within the meaning of the regulations on personal data, and in particular EU Regulation 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data.

3.     What data do we collect and how?

By using our websites, you provide us with certain information about yourself, some of which may identify you ("personal data"). This is the case when you browse our site, when you contact us to request information or to create an account and apply for a grant.

The nature and quality of the personal data collected about you varies depending on your relationship with HERTFORD BRITISH CHARITABLE FUND, the main ones being:

  • Identification data: this includes any information that would enable us to identify you, such as your surname, first name, pseudonym, telephone number, email address, postal address and any other information you may provide through the various media used on our website.
  • Financial data: this data is provided by you as part of your grant application and is necessary for us to determine your eligibility and, where applicable, the amount of the grant awarded.
  • Information relating to your browsing: by browsing our website, you interact with it. As a result, certain information relating to your browsing is collected.

4.     Why do we collect your personal data and how?

We collect your personal data for specific purposes and on different legal bases.

Purposes

Personal collected

Legal bases

Retention

Management of applications and payment of grants

Surname, first name, email address, postal address, landline and mobile telephone numbers, financial data and bank details

Consent and legitimate interest

The time required to process the application, pay the grant (if awarded) and up to 3 years after the last payment

Contact form

Surname, first name, email address, telephone number, age, any other information that could identify you

Consent and legitimate interest

The time required to manage our response.

5.     Do we share your personal data?

We do not share your personal data outside the HERTFORD BRITISH CHARITABLE FUND.

Your data may be shared within the HERTFORD BRITISH CHARITABLE FUND with the person responsible for responding to your request. They are asked not to use the data collected for purposes other than those initially intended. Finally, your data may also be passed on to legal or regulatory authorities in order to comply with our legal obligations.

We do not sell your data to third parties.

6.     Is your data transferred to other countries?

HERTFORD BRITISH CHARITABLE FUND stores your personal data in France, or at least within the European Economic Area (EEA), or in Great Britain.

If, in the future, we transfer your personal data outside the European Union, we guarantee that the transfer will be made:

  • Either to a country that provides an adequate level of protection, i.e. a level of protection equivalent to that required by European regulations,
  • or governed by standard contractual clauses,
  • or governed by internal company rules.

7.     How long do we keep your data?

We only keep your personal data for as long as is necessary to fulfil the purpose for which we hold it, in order to meet your needs or to comply with our legal obligations.

Retention periods vary depending on several factors, such as:

  • The needs of HERTFORD BRITISH CHARITABLE FUND's activities
  • Contractual requirements
  • Legal obligations
  • Recommendations from supervisory authorities

8.     How do we ensure the security of your data?

HERTFORD BRITISH CHARITABLE FUND is committed to protecting the personal data we collect or process against loss, destruction, alteration, unauthorised access or disclosure.

We therefore implement all appropriate technical and organisational measures, depending on the nature of the data and the risks involved in processing it. These measures are designed to preserve the security and confidentiality of your personal data. They may include practices such as restricting access to personal data to authorised persons on the basis of their duties.

In addition, our practices and policies and/or physical and/or logical security measures (secure access, authentication process, backup copies, software, etc.) will be regularly reviewed and updated as necessary.

9.     What are your rights?

You may exercise the following rights in relation to the personal data we collect/process:

  • Right of access: you have the right to request access to the personal data we hold about you, and you can request a copy of it;
  • Right to rectification: you may request the rectification of any inaccurate data concerning you;
  • Right to erasure: you may request the erasure of your personal data in certain circumstances;
  • Right to portability: under certain conditions, you may receive all personal data concerning you that you have provided to us, in a structured format. You also have the right to require us to transfer it, where possible, to another controller;
  • Right to restriction of processing: you have the right to restrict our processing if:
    • You contest the accuracy of your data, until we verify its accuracy;
    • The processing is unlawful but you do not want us to delete your data;
    • We no longer need your personal data for the purposes of processing, but you need the data to establish, exercise or defend legal claims;
    • You object to the processing on grounds relating to your particular situation, pending verification of whether our legitimate and compelling reasons for continuing the processing override those interests;

If such personal data is subject to such restrictions, we will only process your data with your consent, or for the purpose of initiating, asserting or defending legal claims;

  • A right to object to processing on grounds of legitimate interests;
  • A right to withdraw consent at any time.

You may exercise your rights by contacting our DPO at the following address: dpo@hbcf.fr

When you send us a request to exercise your rights, you are asked to specify as much as possible the scope of the request, the type of right exercised, the personal data processing concerned, and any other useful information, in order to facilitate the examination of your request. In addition, you may be asked to prove your identity.

10.  Use of Cookies

Browsing the http://www.british-hospital.org website may result in cookies being installed on the user's computer. A cookie is a small file that does not allow the user to be identified, but which records information relating to a computer's browsing activity on a website. The data obtained in this way is intended to facilitate subsequent browsing on the website and is also used to measure website traffic.

Refusing to install a cookie may make it impossible to access certain services. However, the user can configure their browser to manage the installation of cookies.

11.  How to contact us

You can contact us at the following postal address: 3 rue Barbès – 92300 Levallois-Perret

12.  Updates to this Policy

This policy may be updated regularly to reflect changes in personal data regulations.

The last update was made in January 2026.