How we respect privacy when we deal with personal information collected by our organisation
Voices From Care Cymru are Wales’ national independent organisation, who are dedicated to upholding the rights and welfare of children and young people who are or have been looked after. We exists to improve the lives of care experienced children and young people in Wales. We achieve this by being an independent voice for care experienced children and young people in Wales.
If you have any comments or questions about this notice, feel free to contact us at:
Address: Voices From Care Cymru
45 The Parade
Telephone: 02920 451431
1. Personal data that we process
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
|Purpose||Data (key elements)||Basis
|Enquiring about ourorganisation and itswork – Advice & Support||Name, email, message, telephone||Legitimate interests – it is necessary for us to read and store your message and contact details so that we can respond in the way that you would expect.|
|Enquiring about ourorganisation and itswork – Participation & Engagement||Name, email, telephone||Consent – you have given your active consent to opt-in to receive information about the activities we run.|
|Recruitment (current)||Name, email, telephone, address, education and employment history, NI number||Legitimate interests – it is necessary for us to store your this information for the recruitment process.|
|Recruitment (future)||Name, email, telephone, address||Legitimate interests – you have given us this information so that we can make you aware of future job vacancies.|
|Using photos or videos of people for website, publications or other media||Personal image, video recordings||Consent – you have given your active consent for us to use photos or video recordings.|
|Making a donation||Name, email, address,payment information||Legitimate interests – this information is necessary for us to fulfill your intention of donating money and your expectation of receiving a confirmation message.|
|Signing up through an expression of interest form||Name, email, telephone, address, emergency contact details, social media||Consent – you have given your active consent to opt-in to take part in activities we run.|
|Website functionality||Website activitycollected throughcookies||Legitimate interests- it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality of the website that you would expect.|
2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.
For example, we may use your personal information to:
- reply to enquiries you send to us;
- handle donations or other transactions that you initiate;
- where you have specifically agreed to this, send you information about our activities by email relating to our work which we think may be of interest to you.
3. When we share your data
We will only pass your data to third parties in the following circumstances:
- you have provided your explicit consent for us to pass data to a named third party;
- we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
- we are required by law to share your data.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
4. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.
Website cookies will be kept for one year (see 6.b)
5. Rights you have over your data
You have a range of rights over your data, which include the following:
- Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting information on how to unsubscribe at the bottom of all our emails about activities).
- You have the right to ask for rectification and/or deletion of your information.
- You have the right of access to your information.
- You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information
Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
b. Contact forms and Cookies
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
c. Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
d. Usage tracking
e. What rights you have over your data
If you have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
f. Where we send your data
Visitor comments may be checked through an automated spam detection service.