Privacy notice
Last updated: September 2026
Kettering Old Grammar School Foundation takes the privacy of the people we work with seriously.
This notice explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, and the rights you have in relation to your information.
Who we are
Kettering Old Grammar School Foundation is a registered charity providing educational support to young people in Kettering Borough and the surrounding area.
Registered charity number: 309903
Address:
The Business Exchange
Rockingham Road
Kettering
Northamptonshire
NN16 8JX
Telephone: 01536 526404
Email: admin@kogsf.org.uk
For the purposes of UK data protection law, Kettering Old Grammar School Foundation is the data controller for the personal information described in this notice.
What information we collect
The information we collect depends on how you interact with KOGSF.
It may include:
your name, address and contact details;
your date of birth or age;
information about your school, college, university, training or education;
information about an application for a grant, bursary or other support;
information about your ambitions, activities, achievements and the opportunity for which support is being requested;
information about costs, funding requirements and relevant financial circumstances;
supporting information supplied by a parent, guardian, teacher, tutor, coach, school, club or other organisation;
information about a school, charity, club, community group or other organisation applying for support;
correspondence and enquiries you send to us;
your email address and subscription preferences if you sign up for KOGSF news;
technical information generated when you use our website, such as information collected through cookies and website analytics.
Where it is genuinely relevant to an application, you may also provide information relating to a disability, health condition or another circumstance that affects access to an educational, sporting or developmental opportunity.
We ask applicants to provide only information that is relevant to the support being requested.
How we use your information
We may use your personal information to:
assess applications for grants, bursaries and other forms of support;
understand an applicant's circumstances, ambitions and proposed use of funding;
communicate with applicants, parents, guardians, schools, coaches or other relevant people;
arrange meetings or obtain further information where necessary;
administer grants, bursaries and other awards;
monitor the progress and impact of funding we have provided;
consider applications from schools, clubs, charities and community organisations;
respond to enquiries;
administer our relationship with beneficiaries, schools, organisations and partners;
maintain appropriate records relating to the Foundation's charitable activities and decision-making;
send news and updates to people who have chosen to receive them;
operate, secure and improve our website;
meet our legal, regulatory and governance responsibilities.
Our lawful bases for using personal information
UK data protection law requires us to have a lawful basis for using personal information. The basis we rely upon will depend on why the information is being used.
We may rely on:
Legitimate interests where using the information is necessary for the proper administration of the Foundation and its charitable activities, provided those interests do not override the rights and interests of the individual concerned.
This may include assessing applications, communicating with applicants and organisations, maintaining appropriate records and managing the Foundation's activities.
Legal obligation where we need to process or retain information to comply with a legal, regulatory, financial or governance requirement.
Consent where you have actively chosen to receive particular communications from us, such as our email newsletter. You can withdraw that consent at any time.
Where we rely on legitimate interests, we consider whether the processing is necessary and balance KOGSF's interests against the individual's rights and reasonable expectations. The ICO requires organisations using this basis to identify and document those interests.
Sensitive information
Some information is given additional protection under data protection law. This includes information about health and disability.
KOGSF does not require applicants to provide detailed medical information unless it is genuinely relevant to understanding the support being requested.
For example, we may need to understand that a young person requires adapted equipment or additional support to participate in an opportunity. We would normally need to understand the practical barrier and the support required rather than receiving detailed medical records.
Where we process this type of information, we will ensure that we have both an appropriate lawful basis and an additional legal condition permitting us to use special-category information.
Information about children and young people
Much of KOGSF's work involves children and young adults.
We take particular care with their personal information and aim to explain how it will be used in clear and accessible language.
Where appropriate, information may be provided to us by a parent, guardian, school, tutor, coach or another person supporting the young person.
Children have their own data protection rights, and organisations processing children's personal information are expected to place particular emphasis on their interests and on clear privacy information.
Who we share information with
We do not sell personal information.
Information may be shared where necessary with:
KOGSF trustees and committee members involved in assessing or administering an application;
KOGSF staff and authorised representatives;
professional advisers where appropriate;
organisations providing IT, website, email, application-form or data-storage services to KOGSF;
organisations involved in administering or verifying an application where this is necessary and appropriate;
regulatory bodies or other authorities where we are legally required to provide information.
Access to application information is limited to people who genuinely need it for the relevant purpose.
Organisations that process information for us
KOGSF uses third-party services to help operate the website and administer communications and applications.
These may include services used for:
website hosting and administration;
online application forms;
email newsletters;
email and document storage;
website analytics.
At present these services may include Squarespace, Jotform, Mailchimp and Boardly.
Some service providers may process or store personal information outside the UK. Where this happens, KOGSF will ensure that an appropriate legal mechanism is in place for the transfer of information.
Email news and updates
If you choose to subscribe to KOGSF news, we will use your email address to send you Foundation news, opportunities, events and updates.
We will only send these communications where you have chosen to receive them.
You can unsubscribe at any time using the unsubscribe link included in our emails.
Withdrawing consent will not affect the lawfulness of anything we did before consent was withdrawn.
How long we keep your information
We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected and to meet any legal, financial, governance or record-keeping requirements.
Different types of information may therefore be kept for different periods.
For example, application and funding records may need to be retained for longer than unsuccessful enquiries or routine correspondence.
When information is no longer required, it will be securely deleted or anonymised.
Keeping information secure
We take reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.
Access to personal information is limited to people who need it for an appropriate KOGSF purpose.
Where third-party systems are used, we take reasonable steps to ensure that suitable data-protection arrangements are in place.
Cookies and website analytics
Our website may use cookies and similar technologies.
Some cookies are necessary for the website to function properly. Others may be used for purposes such as analytics or understanding how people use the site.
Where consent is required, non-essential cookies should not be placed on your device unless you have actively agreed to them. The ICO requires organisations to explain what cookies do and obtain consent for non-essential cookies.
You can find more information in our Cookie Policy and change your cookie preferences using the website's cookie controls.
Your rights
Depending on the circumstances, you may have the right to:
ask for a copy of the personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to delete personal information;
ask us to restrict how information is used;
object to certain uses of your information;
withdraw consent where we rely on consent;
ask for certain information to be transferred to another organisation;
raise a concern about how your information is being used.
Not all of these rights apply in every circumstance.
To exercise your rights or ask a question about your information, please contact:
admin@kogsf.org.uk
01536 526404
The ICO requires organisations to explain the rights available to individuals as part of their privacy information.
Making a complaint
If you have concerns about how KOGSF has handled your personal information, please contact us first so that we can try to resolve the issue.
You also have the right to complain to the Information Commissioner's Office, the UK's independent data-protection regulator.
Information Commissioner's Office
Changes to this privacy notice
We may update this privacy notice from time to time to reflect changes in our activities, website, services or legal obligations.
The latest version will always be published on this website.