Welcome to A Million Realities privacy policy.  

A Million Realities (AMR) respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit the A Million Realities website (https://amillionrealitiescom.local/) (the “Website”) (regardless of where you visit it from), when you apply for a fellowship or job with us or if you are an existing fellow or grantee, and tell you about your privacy rights and how the law protects you.  

1. Important information and who we are 

Purpose of this privacy policy 

This privacy policy aims to give you information on how A Million Realities collects and processes your personal data through your use of our Website or otherwise, including any data you may provide when you sign up to our newsletter, apply for a fellowship or apply for a job.  

Neither our Website nor our fellowship programme is intended for children and we do not knowingly collect data relating to children. 

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.  

Controller 

A Million Realities is the controller and responsible for your personal data (collectively referred to as “A Million Realities”, “AMR”, “we”, “us” or “our” in this privacy policy). 

We have appointed data privacy managers who are responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including  

any requests to exercise your legal rights, please contact the data privacy manager[s] using the details set out below.  

Contact details 

If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager[s] in the following ways: 

Full name of legal entity: A Million Realities  

Email address: info@amillionrealities.com  

Postal address: St. Martin’s Court, 10 Paternoster Row, London, England, EC4M 7EJ 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.  

Changes to the privacy policy and your duty to inform us of changes 

We keep our privacy policy under regular review.  

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. 

Third-party links 

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy policy of every website you visit. 

1. The data we collect about you 

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows: 

• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, passport number and gender. 

• Contact Data includes address, email address and telephone numbers. 

• Employment and Social Data includes employment history, salary, qualifications, motivations and personal purpose behind venture, twitter handle and any other information you provide to us in your curriculum vitae, covering letter and/or application form and/or during an interview. 

• Financial Data includes bank account and payment card details. 

• Transaction Data includes details about payments to and from you. 

• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our Website.  

• Usage Data includes information about how you use our Website.  

• Communications Data includes your preferences in receiving newsletters from us and our third parties and your communication preferences. 

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy. 

We may need to collect Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Very occasionally we may need to collect any information about criminal convictions and offences. Should we need to obtain, record or use such data then we will contact you and ask for your explicit consent. In such cases we will apply enhanced security measures to ensure that the privacy of the data is maintained and will only process it in accordance with the purposes as set out in paragraph 4 below. 

If you fail to provide personal data 

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history or motivations), we will not be able to process your application.  

1. How is your personal data collected? 

We use different methods to collect data from and about you including through: 

• Direct interactions. You may give us your Identity, Contact, Employment and Social and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: 

• apply for a fellowship or a job with us; 

• create an account on our Website; 

• subscribe to our newsletter or publications; 

• become a grantee or a fellow;  

• give us feedback or contact us.  

• Automated technologies or interactions. As you interact with our Website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. [We may also receive Technical Data about you if you visit other websites employing our cookies.] Please see our cookie policy for further details. 

• Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:  

• Technical Data from the following parties: 

1. analytics providers such as Google based outside the EU;  

1. search information providers based inside or outside the EU. 

• Identity, Contact, Employment and Social Data from organisations which have nominated you (if you are a fellowship applicant), recruitment agencies (if you are a job applicant), your named referees, credit reference agencies, background check providers. 

• Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the EU. 

• Identity, Contact, Employment and Social Data from social media platforms such as LinkedIn, Facebook, Instagram or X.  

 

 

1. How we use your personal data 

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: 

• Where we need to perform the contract we are about to enter into or have entered into with you. 

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. 

• Where we need to comply with a legal obligation. 

Please refer to the Lawful Basis section at the end of this document to find out more about the types of lawful basis that we will rely on to process your personal data. 

Generally, we do not rely on consent as a legal basis for processing your personal data other than when we need to process special category data (as explained in paragraph 2 above). 

Purposes for which we will use your personal data 

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. 

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.  

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To register you as a new grantee or fellow	(a) Identity   (b) Contact	Performance of a contract with you  Necessary for our legitimate interests (to keep our records updated)
To manage our relationship with you which will include:  (a) Staying in touch with you  (b) Communicating with you about the fellowship or recruitment process  (c) Keeping records related to our fellowship or hiring processes  (d) Making payments to you  (e) Organising retreats  (e) Notifying you about changes to our terms or privacy policy  (f) Asking you to provide your feedback or take a survey	(a) Identity   (b) Contact    (c) Financial   (d) Transaction  (e) Communications	Performance of a contract with you   Necessary to comply with a legal obligation  Necessary for our legitimate interests (to keep our records updated, to tailor and enhance our programme of support for you and your venture, to ensure the greatest social impact and demonstrate best practice)
(a) To assess your skills, qualifications and suitability for the fellowship or the work  (b) To carry out background and reference checks, where applicable	(a) Identity   (b) Contact   (c) Employment and Social	Necessary for our legitimate interests (to decide whether to grant you a fellowship or to appoint you for the role)  Necessary to comply with a legal obligation
To administer and protect our organisation and our Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity  (b) Contact  (c) Technical	Necessary for our legitimate interests (for running our organisation, provision of administration and IT services, network security, to prevent fraud)  Necessary to comply with a legal obligation
To use data analytics to improve our Website, grantee or fellow relationships and experiences	(a) Technical   (b) Usage	Necessary for our legitimate interests (to keep our Website updated and relevant, to develop our organisation)
If have applied for a fellowship, to make suggestions, introductions and recommendations about other organisations or individuals that might support you or your venture	(a) Identity   (b) Contact   (c) Employment and Social	Necessary for our legitimate interests and those of the third-party organisations (to nominate / refer / introduce you to a potential funder for fellowship, grant or other support)
To use AI-assisted tools to support initial screening of fellowship nominations and applications. All AI-assisted screening outputs are reviewed by a member of the AMR team before any decision is made. No automated decision-making takes place.	(a) Identity   (b) Contact   (c) Employment and Social	Necessary for our legitimate interests (to manage the volume and consistency of fellowship screening efficiently, while ensuring human oversight of all decisions)