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Our policies

Use of funds policy

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Privacy policy

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Confidentiality policy

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GDPR policy

Use of funds

Use of funds Policy

 

  • The grant will be spent on the purpose approved by AME.

  • The grant will be paid to the third party providing the service or equipment for the beneficiary/ies.

  • You need to inform the Trustees of the names of the person or organisation delivering the work, as well as the name of the beneficiary/ies.

  • You must agree to start the work for which the grant is given within six (is this reasonable?) months of being awarded a grant.

  • The grant will not be paid until the supplier/organisation has submitted bank details.

  • The official start date of the grant is the date at which the payment is received, and you should not use the grant before then.

  • You must inform us of any material change to the use of the funds, none of which should be made without our agreement.  

  • Material change means any significant change to your grant’s expenditure or outcome.  If you are unsure whether the change is material, please contact us.

  • We reserve the right to contact you to talk to you about the work funded during and three months after the life of the funding.

  • Any part of the grant that is not required for the purpose approved will be refunded to us.

  • We reserve the right to withhold a grant if:

    • We find any false information is deliberately supplied

    • The work undertaken is not the work for which the funding was approved and where we have not approved these changes

    • The supplier goes into administration, receivership or liquidation

  • It is our policy to monitor all grants made and to this end, we will contact you throughout the life or soon after the grant has been made, to check progress and whether the outcome of the grant has been achieved.

  • We would appreciate it if you would be willing to submit a quote or short success story for publication on our website.  There is no obligation to do this, and we appreciate that in all cases, confidentiality is paramount.

Privacy

Privacy Notice 

 

Adoption Made Easier respects your privacy and is committed to protecting your personal data.  This Privacy Notice explains what personal data we collect, how we use your personal data, reasons we may need to disclose your personal data to others and how we store your personal data securely. 

 

This policy is regularly updated to ensure that it continues to comply with the latest regulation and best practice so please check our website on a regular basis for any changes. This privacy policy covers our website www.adoptionmadeeasier.org. This policy was last updated in November 2025.

 

Who are we?

Adoption Made Easier is a CIO and a UK registered charity (xxx) provides grants to adoptive families.  Our registered office is at (xxx).

 

The following questions and answers should help you understand what information we collect how it is used and what happens to it.

 

How the law protects you?

Data protection laws state that we are only able to process personal data if we have valid reasons to do so.  The basis for processing your personal data includes, but is not limited to, your consent, to enable us to assess and process grants we assign.

 

What information do we collect?

Non personal information such as IP address, pages viewed and files downloaded.  This helps us to monitor the site's performance, determine how many people visit the site, identify what pages are most common popular, and how regularly people visit.  This helps us create a better experience for visitors.  Personal information such as name, address, telephone number, e-mail address is only collected in connection with specific activities such as grant applications.

 

All grants will be paid directly to the UK-based organisation/third party providing the service. As a result, no personal financial information from applicants will be collected or stored for this purpose.

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If your application for a grant is unsuccessful, we will keep a record of your contact details and notes on the assessment process (how long??)  to enable us to maintain records of your application history, should you apply again.

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If your application is successful, we will keep your data (how long??)  to help us track the impact of our programmes, respond to future enquiries.  

We may share operational data about AME with the Charity’s accountants as well as with HMRC, the Charity Commission and other regulatory bodies if required to meet statutory audit or regulatory obligations.

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What happens to your personal information?

Your information may be passed internally within AME and our professional advisors at AME as part of the grant assessment process.  These organisations are bound by strict confidentiality codes and any information shared will be kept confidential and not shared with third parties, held longer than necessary, or used for any other purpose. 

Unless we have your express consent, we will only disclose personal data to external third parties if this is required for the purpose of completing your grant with us.   We ensure that all external third parties have sound data protection policies and systems.  We

have the right to disclose your data when we are legally obliged to do so.   We do not sell rent or trade your personal data information to third parties for marketing purposes.The 

 

Data Protection Act

Any personal information submitted via the IME website is treated in accordance with the Data Protection Act 1998.

 

EU cookie legislation 

We are mindful of the EU wide cookie directive that came into force for the UK in May 2012. All development on our website addresses compliance with this legislation.  

 

Data protection inquiries 

Any data protection questions should be emailed to us at hello@adoptionmadeeasier.org

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