Privacy Policy

Who we are

The Hardman Trust is a charity that operates in England, Scotland and Wales. The Trust helps people who have been in prison for a long time to get their lives back on track. The Trust operates an award scheme to help people achieve specific goals they themselves have set. The awards are made for a variety of purposes such as business start-ups; trade tools and equipment; HGV and LGV training; constructions site licences for vehicles, health & safety or for advanced skills; supporting academic studies and many vocational courses from hair & beauty to tree-felling. An award is that extra piece of financial help that makes a plan possible, that extra piece of encouragement that makes someone go for it. The Trust helps prisoners believe in themselves.

The Trust also publishes and distributes an important resource for prisoners, ex-offenders and people who work with them, The Hardman Directory. The Directory contains details on many funders and useful information including where to get assistance post-release.

The Hardman Trust is a registered charity in England and Wales (registered charity number 1042715).

Policy summary

The Hardman Trust (“we”) respects any personal data you share with us, or another organisation shares with us, and keep sit safe. We aim to be transparent about our collection and use of your data and not do anything that you would not expect.

Developing a better understanding of our supporters, awardees and users of the Directory enables us to make better decisions, efficiently fundraise, streamline processes and, ultimately, help support more prisoners and ex-offenders make a positive contribution to society.

We occasionally send newsletters and other information by email or post. These communications normally contain information on the work the Trust has done, is doing and is hoping to achieve. They also contain dates of interest. If you would like to receive these communications, but have not opted in, please email or call 01983 550355. If you are receiving this marketing but would prefer not to please click ‘unsubscribe’ at the bottom of the email to be immediately removed, alternatively please call or email and we will manually remove your details.

Data protection and regulations

In carrying out our normal activities we process and store personal, and sometimes sensitive, information on those who contact us, including our supporters and current or previous award winners and applicants. We take our data responsibilities very seriously and ensure that personal information we obtain is held, used, transferred and processed in accordance with the Data Protection Act 1998 (DPA) and other regulations including, but not limited to, the Privacy and Electronic Communication Regulation (PECR) and the General Data Protection Regulation (GDPR).

The methods we use to collect data

  • You may give it to us directly
  • You may give us your details when you write to us, apply for an award or request a Directory. We do not use third-party fundraisers to solicit donations or collect personal information.
  • You may have your details passed on by friends or family member
  • A friend or relative my pass your details to us for a specific purpose, such as posting a Directory or requesting further details on the Trust or award scheme. We will only hold and process your details for the purpose of completing the request that was instigated by another. We will not further contact you or process your data without you indicating you would like further contact.
  • You may give permission for other organisations to share your details, or it may be available publicly
  • Your information may be shared with us by a third-party, such as HMPPS. Any data that is passed to us will be used for the purpose for which it was provided. You may receive contact from us in order for us to complete the purpose.
  • We may also use the information you provide to gain a better understating of our supporters, products and services. The information we gather online may be dependant on your privacy settings or previous responses, you should regularly check your settings. The information may come from the following sources:

Social Media
Depending on your settings or privacy policies for social media and messaging services, such as Facebook or Twitter, we may be able to view data that you have publically available on your profile.

Information available publically
This may include information held in places such as Companies House or the Charity Commission, or through information published in articles or newspapers.

It may be collected when you visit our website.

Like most websites we use ‘cookies’ to help you use our website with ease. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer, phone or tablet. They may make interaction with the site faster and easier – by automatically filling in your name and address, for example.

The type of device you use may also provide data to us. Such as the type of device it is, the operating system, what your device settings are and why a crash has happened. This is to make our website widely accessible on a range of devices and operating systems and can also be used to help fix bugs that are affecting our website effectiveness. Your device manufacturer or operating system provider will have further information on what your device makes available to us.

The data we collect and how we use it

The type of data we collect, how it used and the amount stored depends on why you are providing it and what you tell us you would like for us to do with it in the future.


If you are one of the supporters who makes our work possible, by donating or volunteering, we will usually collect details that include:

  • Your name
  • Your address
  • Your telephone number
  • Your email address

Where it is appropriate we may also ask for a CV, references, or a brief employment/volunteering history. We may also ask for your reasons behind supporting us and any other organisations you support.

Your data will be used for:

  • Providing you with the information, product or service you have asked for
  • Processing any donation(s) we may receive from you
  • Processing Gift Aid
  • Asking you to donate money, help us raise funds or attend our events
  • Keeping a record of our relationship and interactions
  • Ensuring we know your contact preferences
  • Understanding how we can improve our product, services and information

We may also use your information to detect and reduce fraud.


If you donate to us using JustGiving please check their privacy policy. If you donate using electronic transfer, cheque or via another third-party your financial data will be handled in accordance with CAF Bank privacy policy and the respective payment providers’ privacy policies.

Award applicants

If you make an application or enquiry for a Hardman Award we will store personal and sensitive information. This includes offence details, sentence length, date of release and also other personal information disclosed during the application process.

Keeping your records up to date

Where possible we use publicly available sources to keep your record up to date, for example, the charity commission to confirm address or trustees. If your contact details change, it is helpful to let us know. To update your information, please contact us at or call 01983 550355.

Legitimate interest and targeted communications

In some instances we may collect and use personal information where this is necessary in our legitimate interest as a charity. We only ever collect data within the confines of the law and within your rights as an individual. To provide an improved experience we may use manual screening techniques to ensure communications are relevant and timely.  This allows us to target our resources effectively; ensuring donated money is spent wisely and carefully. It helps us understand our supporters; make appropriate requests of supporters and donors; raise more funds, sooner, in a more cost-effective manner.

When screening we may analyse geographic, demographic, financial and historic activities records. We my also use other information we about you in order to better understand your interests and communicate with you effectively. This data may be held by us or be publicly available.

In all instances we balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect.

Direct marketing

We like to keep our supporters updated about the work we are doing, our newsletter is sent using MailChimp.

We will never sell or share your personal details to third-parties for the purposes of their marketing. On occasion we may have to share your details with a third-party in order to run an event or provide a product or service. The partners we work with comply with current data protection legislation. Any personal information that is shared is done so using a secure method.

To update your information please contact us at or call 01983 550355.

Sharing your feedback

You may choose to provide feedback on our award scheme, our Directory, our events or your experience of us. This may include sharing sensitive information, in addition to your other data, this information is always stored securely and will not be used without your permission.

We may use some of the data you provide, including gender, age or specific experiences to inform our marketing. If you have provided your story, as a case-study, and have given explicit, informed consent we may share your story publicly, at events, in materials promoting our charity, fundraising work or in documents such as our annual report. We may also use anonymised or pseudonymised feedback we receive through other collection methods, identifying information is altered or removed to ensure that the data source is not identifiable.

How we keep your data safe and who has access

We ensure there are appropriate controls in place to protect your personal details. For example, our online forms are held securely and online data is automatically removed within 21 days of the use of it for the purpose it was disclosed. Our website is protected and routinely monitored. Our webmaster is JG Creative, available to contact at

We undertake reviews of who has access to information that we hold to ensure your information is only accessible by appropriate staff and volunteers. Anyone who has access to personal information must sign our confidentiality agreement, which includes strict details on the processing of personal and sensitive data they have access to.

We may be required to disclose personal details to a third party in order to fulfil the service or product requested. We undertake checks on third parties to ensure they have a comprehensive, GDPR, PECR and DPA compliant, data protection policy.

We may also be required to disclose your personal information to third parties if we are required to do so through a legal obligation, for example, to the Police or a government body; to enable us to enforce or apply our terms and conditions under an agreement; or to protect us, for example, in the case of suspected fraud or defamation.

If you are contacted by a third party claiming to raise money or operate on our behalf please do not give out your personal details. If you suspect someone is using our name unlawfully to fundraise, please report this by contacting us at or calling 01983 550355.

Your right to know what we know about you, make changes to or ask us to stop using your data

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for, for example processing a donation or attending an event, we will do so. To make a request please contact us at or call 01983 550355.

Please be aware we will always use the most recent information you have provided us. This means, that if you fill in a new form via a third party and do not consent to contact, we will amend your details to reflect this. If at any time you have inadvertently opted out of contact, you can rejoin the mailing list by contacting us at or call 01983 550355.

You have a right to ask for a copy of the information we hold about you. You must make this request in writing to the Data Protection Officer, including proof of identity. We must receive these requests in writing with proof of identity, for your data security. The information we hold on you will be provided within 28 days.

You have a right to request that we delete the data we hold on you. This may not always be possible but where we are able to we will do so. 

If you would like further information, or would like to make a complaint, please contact the Data Protection Officer, details are below.


If you wish to make a complaint about our collection or use of your data please contact the Data Protection Officer, details below, in the first instance.

If you are not satisfied with the response you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), a statutory body that oversees data protection law in the UK. This link will take you to the ICO website, if you are dissatisfied with our response and wish to lodge a complaint with them.

Responsible persons

The Data Controller is The Hardman Trust, PO Box 108, Newport, Isle of Wight, PO30 1YN.

The Data Protection Officer is Alexander Gryffe, DPO, c/o The Hardman Trust, PO Box 108, Newport, Isle of Wight, PO30 1YN.

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Together we can create a future where everyone can achieve their potential within and beyond prison. Can you help?