Privacy Policy

GrantSeeker ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our grant finding and application management platform at grantseeker.co.uk (the "Service").

1. Information We Collect

1.1 Information You Provide Directly

• Account Information: Name, email address, phone number, job title, and organisation details
• Organisation Profile: Charity/CIC details, registration numbers, mission statements, project descriptions
• Application Data: Grant application content, financial information, project budgets, supporting documents
• Communication: Messages sent through our platform, support requests, feedback
• Payment Information: Billing details (processed securely through third-party payment processors)

1.2 Information Collected Automatically

• Usage Data: Pages visited, features used, time spent on platform, search queries
• Device Information: Browser type, operating system, IP address, device identifiers
• Cookies and Tracking: Session data, preferences, analytics information
• Log Data: Access times, error logs, system performance data

2. How We Use Your Information

Primary Purposes:

• Service Delivery: Provide grant search, application management, and AI-powered assistance
• Personalisation: Customise grant recommendations based on your organisation's profile
• Application Support: Generate AI-powered responses and provide application guidance
• Communication: Send notifications about deadlines, new opportunities, and platform updates
• Account Management: Process registrations, manage subscriptions, provide customer support

Additional Uses:

• Improve our services and develop new features
• Analyse usage patterns and platform performance
• Prevent fraud and ensure platform security
• Comply with legal obligations and enforce our terms
• Send marketing communications (with your consent)

3. AI and Data Processing

Our platform uses artificial intelligence to enhance your grant-seeking experience:

• Grant Matching: AI analyses your organisation profile to suggest relevant funding opportunities
• Application Assistance: AI helps generate responses and improve application quality
• Budget Analysis: AI assists with financial justifications and budget proposals

Important: While AI processes your data to provide these services, we implement strict controls to protect sensitive information and ensure data is not used to train external AI models without consent.

4. Information Sharing and Disclosure

We May Share Your Information With:

• Service Providers: Trusted third parties who help operate our platform (hosting, analytics, payment processing)
• Grant Providers: Only when you explicitly submit applications or express interest in specific opportunities
• Legal Requirements: When required by law, court orders, or to protect our rights and users
• Business Transfers: In connection with mergers, acquisitions, or asset sales (with notification)

We Never:

• Sell your personal information to third parties
• Share sensitive application data without your explicit consent
• Use your information for purposes unrelated to our services

5. Data Security

We implement comprehensive security measures to protect your information:

• Encryption: Data is encrypted in transit and at rest using industry-standard protocols
• Access Controls: Strict authentication and authorisation measures for our team
• Regular Audits: Security assessments and vulnerability testing
• Secure Infrastructure: Cloud hosting with enterprise-grade security features
• Data Backup: Regular backups with secure storage and recovery procedures

6. Your Rights Under UK GDPR

As a UK resident, you have the following rights regarding your personal data:

• Right of Access: Request copies of your personal data
• Right to Rectification: Correct inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Transfer your data to another service
• Right to Object: Object to certain types of data processing
• Rights Related to Automated Decision-Making: Understand and challenge AI-driven decisions

7. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Until account deletion plus 30 days for recovery
• Application Data: 7 years after application submission (standard record-keeping practice)
• Usage Analytics: 2 years in aggregated, anonymised form
• Communication Records: 3 years for customer support and legal compliance

8. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

• Essential Cookies: Required for platform functionality and security
• Analytics Cookies: Help us understand usage patterns and improve services
• Preference Cookies: Remember your settings and customisations
• Marketing Cookies: Enable targeted communications (with consent)

You can manage cookie preferences through your browser settings or our cookie preference center.

9. Third-Party Services

Our platform integrates with trusted third-party services:

• Payment Processors: Stripe, PayPal (for subscription management)
• Analytics: Google Analytics (anonymised data)
• Email Services: For transactional and marketing communications
• Cloud Storage: Secure document storage and backup services

These services have their own privacy policies and security measures.

10. International Data Transfers

Your data is primarily processed within the UK and EU. If we transfer data internationally, we ensure adequate protection through:

• Adequacy decisions by the UK government
• Standard Contractual Clauses (SCCs)
• Appropriate safeguards and security measures

11. Children's Privacy

Our services are designed for organisations and adults aged 18 and over. We do not knowingly collect personal information from children under 18. If we discover such information has been collected, we will delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:

• Notify users of material changes via email or platform notifications
• Post the updated policy on our website with a new effective date
• Provide 30 days' notice for significant changes affecting your rights

13. Contact Information

Data Protection Officer

Email: [email protected]

UK Data Protection Authority:
Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113

14. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

• Contractual Necessity: To provide our grant-seeking services
• Legitimate Interests: Platform improvement, fraud prevention, security
• Consent: Marketing communications, optional features
• Legal Obligation: Compliance with applicable laws and regulations