Privacy Notice and Legal Statement

City Bridge Foundation is the working name of Bridge House Estates which is a Registered Charity in England and Wales (Charity No. 1035628). City Bridge Foundation is the name under which Bridge House Estates (The Charity) carries out its activities to support and maintain five of London’s bridges – London Bridge, Blackfriars Bridge, Southwark Bridge, Tower Bridge, and Millennium Bridge, and further to carry out grant-making and other charitable activities for the general benefit of inhabitants of Greater London.

The City of London Corporation is the sole Trustee of the Charity and is the registered Data Controller in respect of personal information processed by the City Bridge Foundation, and is required under data protection legislation to notify you of the information contained in this privacy notice. We are committed to protecting personal information of individuals who interact with us. This Privacy Notice explains how we use personal information about you and how we protect your privacy. The full privacy notices of the City of London Corporation, and Tower Bridge are available at:

https://www.cityoflondon.gov.uk/footer/privacy-notice

https://www.towerbridge.org.uk/legal/privacy

The contact details of the Data Protection Officer are:

Comptroller and City Solicitor
City of London
PO Box 270
Guildhall
EC2P 2EJ

Email: information.officer@cityoflondon.gov.uk

Personal information

Personal information is anything that directly or indirectly identifies and relates to a living person, such as a name, address, telephone number, date of birth, unique identification number, photographs, video recordings (including CCTV) etc.

Some personal information is​‘special category data’ and needs more protection due to its sensitivity. This includes any information about an identifiable individual that can reveal their sexuality and sexual health, religious or philosophical beliefs, racial origin, ethnicity, physical or mental health, trade union membership, political opinion, genetic/​biometric data. Personal information relating to criminal offences and convictions, although not​‘special category data’, is still sensitive in nature and merits higher protection.

We may collect personal information about you in the following situations:

• In running the charity, including managing the charity’s bridges and other property and investments, in authorising use of and access to the charity’s property, and in providing services.
• When we receive a grant, funding or other application for support, or social investment proposal, from your organisation, and to enable us to administer and process your application or the proposal.
• When you interact with us, including on the City Bridge Foundation website; for example, when you contact a member of our team directly, when you sign up to receive our newsletter, or when you provide general feedback to us in relation to our website and activities.
• When your organisation makes a grant, payment or donation to us.
• When you sign up to an event, including events run by Tower Bridge which are managed separately through the Tower Bridge website; or where you invite us to an event.
• When you make online purchases on the Tower Bridge website, make a ticket booking, participate in learning activities associated with school bookings, sign up to the Tower Bridge newsletter and/​or complete a Tower Bridge visitor survey. Full details on how we process this information is available on the Tower Bridge website.

• When we work with third parties to administer grants or funding, please also see point 8. Do we share or disclose your personal information?

• Through CCTV monitoring systems such as those installed for the protection of the charity’s property, including its bridges.

We may collect special category data or sensitive information about you in the following situations:

• When we are required to respond to safeguarding incidents to fulfil our safeguarding responsibilities relating to children and adults at risk, including users of the bridges.
• When we respond to crime or terrorist-related incidents on the bridges, or for other public safety purposes. See our Bridging London Strategy.

The personal information City Bridge Foundation collects includes:

• Contact details including name, email address, address and telephone number.
• Name, contact details and job description details of postholders funded by a grant.
• We do not usually ask for special category data in administering funding or grants, although we may ask if you have a disability or any dietary requirements in order to make sure any events we run are accessible.
• Special category data may also be processed where it is relevant to the work of your organisation, or those that work for or with your organisation.
• We may ask grant applicants and holders to tell us about the users/​beneficiaries you work with including through case studies or statistical summaries which might include special category data (e.g. the % of users with a disability). We ask that this data is aggregated and anonymised. We do not require individual beneficiary details.

Personal information may be processed by the City Bridge Foundation relating to the administration and operation of the charity, including in supporting and maintain its five Bridges, to meet safeguarding obligations and to protect the public (specifically beneficiaries of the City Bridge Foundation and users of the bridges); and to manage the charity’s property and other assets.

City Bridge Foundation will use your personal information to deliver the funding and/​or support you have requested from us, or in relation to any collaboration, funding or social investment relationship between you, or your organisation, and City Bridge Foundation.

City Bridge Foundation operates as part of the Bridge House Estates Institutional Department of the City of London Corporation and will share your personal information with officers or Members of the City of London Corporation if this is a necessary part of running the charity, delivering the support or services you have requested; or in achieving the outcomes in our collaboration or other engagement.

This might include:

• To receive and assess funding and social investment proposals, grant applications, including those received through Propel, a collaboration with other London funders and charities convened by London Funders (Charity No. 1116201), and social investment proposals.

• To manage funding relationships including monitoring grant progress through reports and visits.

• To make grant, funding and other payments.
• To undertake due diligence to investigate and prevent fraud.
• To undertake statistical analysis and research.

• To run events and provide services (including lifting Tower Bridge for river traffic, or to authorise filming on one of our five Bridges, etc).

• To contact you with the aim of furthering our charitable and policy objectives, specifically to share City Bridge Foundation related news, and to strengthen links between, and increase resilience of, funded organisations and civil society more generally, which may involve sharing information about funding opportunities, capacity building services, training opportunities and the like.

• To collaborate and co-operate with you or your organisation to deliver activities and services, and/​or to exchange information and advice.

• To help protect and safeguard those using or having access to the charity’s property, including its five Bridges.

Generally, the processing of your personal information as described in this notice is permitted by one or more lawful grounds, including:

• Where we have your consent for example, we only use your information to send you marketing communications with your consent.
• Where the processing is reasonably necessary for the performance of a contract to which you are a party as an individual, for example, we may rely on this basis when we enter into a contract with you. Where your personal information has been provided by your organisation that has been awarded a grant or other funding, we will also process your personal information in accordance with the grant or funding terms and conditions which are agreed between us.

• Where the processing is reasonably necessary for the purpose of a legitimate interest pursued by us and only when the processing does not override your privacy rights. Our​“legitimate interests” include in the furthering of our charitable and policy objectives — running and managing the charity; maintaining and supporting the charity’s five Bridges; and philanthropic, grant-making, funding, social investment and other strategic activities aimed at reducing inequality and growing stronger, more resilient and thriving London communities.

• Where the processing is necessary for archiving, research or statistical purposes.

Where we process special category data, we will ensure we only do so in accordance with one of the additional lawful grounds for processing that type of data, for example where we have your explicit consent or to protect the vital interests of individuals (ie those relating to life and death)

If we have consent to use your personal information for any particular reason, you have the right to withdraw your consent at any time. If you want to withdraw your consent, please contact funding@citybridgefoundation.org.uk so that your request can be considered and dealt with appropriately.

The law gives you a number of rights in relation to what personal information is used by the City Bridge Foundation, and how it is used. These rights are listed below, and full details can be found in the City Corporation’s Data Subject Rights Policy available at https://www.cityoflondon.gov.uk/assets/About-us/data-subject-rights-policy.pdf

You can ask us to:

• Provide you with a copy of the personal information that we hold about you.
• Correct personal information about you which you think is inaccurate.
• Delete personal information about you if you think we no longer should be using it.
• Stop using your personal information if you think it is wrong, until it is corrected.
• Transfer your personal information to another organisation in a commonly used format.
• Not use automated decision-making processes to make decisions about you.

City Bridge Foundation conducts statistical analysis of funding applications received and grants awarded which may be shared publicly. This uses aggregate data and does not include identifiable personal information.

City Bridge Foundation may disclose personal information with relevant government agencies (e.g. local authorities, police, health organisations or regulatory bodies such as HM Revenue and Customs) if there is a legal obligation to do so or where it is permitted under the United Kingdom General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We may disclose personal information to protect or defend the rights or property of Bridge House Estates, or to protect the personal safety of the City Corporation’s employees or the public at large.

In some circumstances, we use third-party organisations to either store personal information or use them to help deliver our services to you, for example, a third-party database provider. Where we have these arrangements, we always put an agreement in place requiring the third-party to protect personal information and comply with their obligations under data protection law. For example, see Propel.

Propel

City Bridge Foundation has been working closely with London Funders on the Propel funding programme.

City Bridge Foundation works in collaboration with other funders who are supporting Propel and we may share your personal information, which we hold in respect of other grants which City Bridge Foundation has funded, with these funders as part of the assessment and due diligence process to help inform funder decisions.

The information will only be shared where you have submitted an application through the Propel portal. Applicant data can be viewed by all participating funding organisations in pooled/​aligned funding pots. Each of the funders participating in Propel is a separate data controller. This is made clear to applicants when they apply for funds. Further information about these funders may be found on the London Funders website. See London Funders Privacy Notice.

Public meeting papers at the City of London Corporation

In addition, as part of the City Bridge Foundation funding assessment process, applications for funding are shared in public meeting agendas at the City of London Corporation, however, individual contact details are removed from these papers. This is explained on the online application form and applicants are required to consent to this before applying for funding. We will also share your personal information with other funders as mentioned under section 2 above.

City Bridge Foundation may from time to time use third-party organisations such as cloud service providers including survey development and event management service providers, who may process your personal information on our behalf outside of the UK.

In these cases, we will always ensure your personal information is safeguarded by ensuring your information is processed only in countries that provide an adequate level of protection or where appropriate safeguards, such as model contract clauses or binding corporate rules are in place with the third-party organisation. If you have any questions about international data transfers, please contact us using the contact details set out in section 1 above.

Personal information will be retained by the City Bridge Foundation for as long as there is a need to access the information to carry out its activities, or for as long as it is required for regulatory or legal requirements. We will evaluate this data periodically to determine whether we should continue to hold such data. We will not keep your personal information longer than reasonably necessary for the purposes for which we hold it.

We will usually securely delete your personal information seven years after our last contact with you. For further information about our retention practices, please contact us using the details set out above in section 1.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at: https://ico.org.uk/global/contact-us/

Tel: 0303 123 1113

You have the right to make a complaint at any time to the ICO. However, we would appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance using the details set out in section 1, or by contacting the complaints team at complaints@cityoflondon.gov.uk or by writing in to:

Complaints Officer
Town Clerk’s Department
City of London, PO Box 270
Guildhall
London EC2P 2EJ

Use the link below to view City Bridge Foundation’s Legal Statement and Terms and Conditions