Privacy and cookies

The Maitri Trust – Privacy Notice

How do we collect personal data about you?

We obtain personal data about you when you contact us, enter into a grant agreement or other contractual arrangement, enter into discussions about a topic of common interest, or apply for work with us.

What type of personal data is collected about you?

The personal data we collect will be that provided by you, such as your name, business email address and telephone number, and your place of work.  If you apply for work we will also collect personal data about your previous experience, education, and referees.  You may ask us to disclose the personal data we store about you.

How is your personal data used?

We may use your personal data to:

  • fulfil our contractual and other legal obligations;
  • assess your suitability as a partner or grantee;
  • contact you about a mutual business interest;
  • send you information that you have requested;
  • assess your suitability for appointment as an employee, contractor or supplier.

What is the lawful basis of our processing of your data?

We have audited our processing activities having regard to: the groups of individuals whose data is processed; the types of data; the recipients of that data; the processing purposes; the retention strategy and the security measures.

The lawful basis of our processing is that it is –

  • necessary to fulfil our legal obligations or our contractual obligations with you;
  • necessary to further our legitimate interests which outweigh any privacy impact that is neither intrusive nor unexpected; or
  • consented to by you on an explicit and informed basis.

How is your personal data stored?

We are committed to taking all reasonable and appropriate steps to protect misuse, loss, or unauthorised access to your personal data. We do this by having in place a range of appropriate technical and organisational and software security measures including effective password protection.

How long is your personal data stored?

We will hold your personal data on our systems for no longer than is necessary for the relevant legal obligation or activity.  Subject to any legal obligations we may have, you may ask us to delete any personal data we store about you.  In such instances, please email requests to  The personal data you provide during a job application will be destroyed between one and two years after the recruitment exercise, as part of our annual data review.

Who has access to your personal data?

We are a small organisation of less than 10 employees who have received training on respecting data privacy and protecting data security. Your personal data is only accessed and used by those employees where it is necessary to fulfil the duties of their role. We will not sell or rent your personal data to third parties.

Third party service providers (e.g. IT contractors) may have access to your personal data on a strictly confidential basis and only in fulfilment of their contractual obligations to us.

How you can control the personal data we hold about you?

In respect of any personal data we hold about you have the right to request:

  • a copy of that data;
  • rectification of any inaccurate or incomplete data;
  • erasure of that data where there is no legitimate interest or consent is withdrawn (subject to any legal obligations that may require us to retain data for a certain period of time).

Social Media

We may use third party providers, Twitter, Facebook and Linkedin, to host our social media interactions. This Privacy Notice does not apply to them and you should consider their privacy notices.

Children and vulnerable adults

If you are aged 16 or under, please obtain your parent/guardian’s prior permission before disclosing personal data.

If you are a vulnerable adult, please obtain independent guidance before disclosing personal data.

Terms & Conditions

Use of our website is provided subject to the following Terms and Conditions:

Your use constitutes acceptance of these terms and conditions.
We reserve the rights to change these terms and conditions at any time by posting changes online. Your continued use of this site after changes are posted constitutes your acceptance of this agreement as modified.

Lawful and appropriate use
You agree to use this site only for lawful purposes, and in an appropriate manner which does not infringe the rights, or restrict, or inhibit the use and enjoyment of the site by any third party.

Own risk
This site and the information, names, images, pictures, logos regarding or relating to us, our activities and this website are provided “as is” without any representation or endorsement made and without warranty of any kind whether express or implied. We are not liable for any damages including, without limitation, indirect or consequential damages, or any damages whatsoever arising from the use or in connection with such use or loss of use of the site, whether in contract or in negligence.

We do not warrant that the functions contained in the material within this site will be uninterrupted or error free, that defects will be corrected, or that this site, or the server that makes it available, are free of viruses or bugs or represents the full functionality, accuracy and reliability of the materials.

Commercial use or publication of all or any item displayed is strictly prohibited without our prior express authorisation in writing. Nothing contained herein shall be construed as conferring any license by us to use any item displayed.

Documents may be copied for personal use only on the condition that copyright and source indications are also copied, no modifications are made and the document is copied entirely. However, some documents and photos have been published on this site with the permission of the relevant copyright owners. All rights are reserved on these documents and permission to copy them must be requested from the copyright owners (the sources are indicated within these documents/photographs).

Third parties
We take no responsibility for the content of external Internet sites. Other websites that we link to are owned and operated by third parties and we have no control over them. The fact that we include links to other websites does not mean that we approve of or endorse any other third party website or the content of that website. We accept no liability for any statements, information, products or services that are published on or are accessible through any websites owned or operated by third parties.

Public areas
Any communication or material that you transmit to, or post on, any public area of the site including any data, questions, comments, suggestions, or the like, is, and will be treated as, non-confidential and non-proprietary information.

Conflict of terms
If there is any conflict between these terms and conditions and rules and/or specific terms of use appearing on this site relating to specific material then the latter shall prevail.

Law and Jurisdiction
These terms and conditions shall be governed and construed in accordance with the laws of Scotland. Any disputes shall be subject to the exclusive jurisdiction of the Scottish Courts.



Cookies are small data files that are sent to and stored on your computer, smartphone or other device used to access the internet, whenever you visit a website. We use cookies to enable and improve certain functions on our website and gain feedback on how our website is used. If you choose to switch certain cookies off, it will affect how our website works.

Cookies are useful because they allow a website to recognise the device you are using. The Cookies we use here are ‘session’ cookies and will be removed every time you leave our website.

We use analytics cookies to collect information on website activity (such as the number of users who visit our website, the date and time of visits, the number of pages viewed, navigation patterns, what country and what systems users have used to access the site and, when entering our website from another website, the address of that web site). This information on its own does not identify an individual but it does provide us with statistics that can be used to analyse and improve our website.

The browsers of most computers, smartphones and other web–enabled devices are usually set up to accept cookies. If your browser preferences allow it, you can configure your browser to accept all cookies, reject all cookies, or notify you when cookies are set. Each browser is different, so check the “Help” menu of your browser to learn about how to change your cookie preferences.

However, please remember that cookies are often used to enable and improve certain functions on our website. If you choose to switch certain cookies off, it will affect how our website works and certain functionality may not work.

More information about cookies can be found on

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control.  These cookies are likely to be analytical/performance cookies or targeting cookies.

You can find more information about the individual cookies that we use and the purposes for which we use them below:

Cookie Cookie Name Purpose
Google Analytics   Google Analytics use third and first-party cookies to collect information about how visitors use our website, helping us to optimise user experience. The duration of the Google cookies, and further information about Google cookies, can be found at Details of Google's privacy policy is here:
Google Analytics _utma This persistent cookie is used to distinguish users and sessions. The cookie is created when the javascript library executes and no existing __utma cookies exists. The cookie is updated every time data is sent to Google Analytics and expires after 2 years.
Google Analytics _utmb This persistent cookie is used to determine new sessions/visits. The cookie is created when the javascript library executes and no existing __utmb cookies exists. The cookie is updated every time data is sent to Google Analytics and expires after 30 mins.
Google Analytics _utmc This session cookie operates in conjunction with the __utmb cookie to determine whether the user is in a new session/visit. This cookie expires at the end of the browser session.
Google Analytics _utmz This persistent cookie stores the traffic source or campaign that explains how the user reaches our site. The cookie is created when the javascript library executes and is updated every time data is sent to Google Analytics. This cookie expires after 6 months.
PHPSESSID PHPSESSID This is the site session ID. It allows the website to recognise you as you progress from page to page during one session. It does not collect any information from you.