Privacy and Cookies

Cyfannol Women’s Aid – together we are stronger

Privacy Policy

Cyfannol Women’s Aid is committed to keeping your personal information safe and being clear about how we collect your data, how we store it and what we do with it. This privacy policy applies whether you want information, support or training from us, to use our services, donate to us, work or campaign for us.

Cyfannol Women’s Aid is registered under the General Data Protection Regulation (EU) 2016/679 as a data controller with the number Z1003218. Full details of this listing can be seen on the Information Commissioner’s Office website. Cyfannol Women’s Aid’s registered charity number is 1045890 and our company number is 02995805 (registered in England and Wales).

This privacy and cookies notice, along with our Service Information and website terms and conditions lets you know how we collect, use and keep your personal information safe.

If you have any queries about our Privacy Notice, please get in touch with our data team:

  • By email: info@cyfannol.org.uk
  • By post: Data Protection Officer, Cyfannol Women’s Aid, 3 Town Bridge Buildings, Park Road, Pontypool, NP4 6JE

Cyfannol Women’s Aid uses any information you supply using online forms or links on this website to be able to send you communications about Cyfannol that may be of interest to you, either electronically or otherwise. The ‘personally identifiable information’ is information that enables us to identify you, such as your email address, name, title, and address.

This policy may change from time to time so please check back periodically.

 

What information does Cyfannol Women’s Aid collect?

Personal information Cyfannol Women’s Aid may collect, by itself or through third parties, includes:

  • Name, address and contact details including email address and telephone/mobile number
  • Name of your organisation or employer, their address and contact details
  • Your job title or area of work
  • Financial details, UK Tax payer information (for Gift Aid), credit/debit card information and records of responses to campaigns
  • How you came to find us or about our services or events
  • If you ever visit our premises, which have CCTV systems operating for the security of service users, visitors and staff. These systems may record your image during your visit.

For service users we have specific consent forms and we use an encrypted case management system to store securely, which is password protected.

We may collect and store the following types of personal information: name, email address, date of birth, mobile or telephone number, relationship status, gender, sexual orientation, financial details, credit/debit card information, details about your education and career.

Certain types of personal information are recognised by data protection law as being more ‘sensitive’. Things like sexual orientation, racial or ethnic origin, religious or political opinion, data concerning your health (mental or physical) or your sex life fall into this category. Cyfannol Women’s Aid will only collect sensitive information like this where it informs the provision of the service to you. Whenever we do this, we will state clearly at the time, why this information is required. We may also gather sensitive personal information if you choose to share your experiences with us for a case study, but we will only do this with your explicit consent.

Information you give to us directly

If you donate money, request services or products, or become involved in our campaigns, we may collect and process the personal information that you’ve provided. Data might also be collected through applications or forms; quotes; invoices; purchase orders; contracts; service level agreements; from correspondence with you; or through interviews, meetings, or other assessments. We may also collect information from you when you report a problem with our website or if you complete a survey which we use for research purposes.

We will collect and store information that you give us when you do the following things on our website (or when you give permission to a relevant agency to submit information on your behalf):

  • Make an enquiry
  • Sign up to support a campaign
  • Support our work through a donation
  • Fundraise on our behalf
  • Tell us your story (for example, as a case study)
  • Give us feedback or make a complaint
  • Apply for a job or work with us
  • Register as a volunteer
  • Enter into a contract with us
  • Are photographed or filmed (for example, at an event)

We may also collect information from any agency that has referred you to us.

If you are employed by an agency and are contacting us on behalf of someone else, we will also collect and store information that you give us about yourself. This information will be limited to your name, email address and telephone number together with the referring agency name and address.

Where stated we may use the personal information you provide to contact you in the future about Cyfannol Women’s Aid work. If you do not want this to happen please tick the appropriate box where provided.

Information you give to us indirectly

  • We store data about your visits to our website, for example, your location data or IP address (see Cookies policy at the foot of this page).
  • We store information about how you navigate our website, although this cannot be used to personally identify you (see Cookies policy at the foot of this page).
  • We may also collect and store your personal information if you interact with us on our social media channels: Facebook, Instagram, Twitter and LinkedIn. This will depend on your own privacy settings on these individual channels, so make sure you check these first.

If you’re a young person aged 14 or under

You must get the permission of your parent/guardian before providing Horizon with any personal information.

 

How do we use your personal information?

We will use your personal information to do the following:

  • Provide you with information, products or services you’ve requested or that we feel might be of interest to you.
  • Process one-off or regular donations and to claim Gift Aid.
  • Maintain contacts
  • Make our marketing campaigns more targeted and relevant to potential clients and
  • donors; we will only send you marketing information in this context if you have given us specific consent to do.
  • Send information about our activities, events and services to existing stakeholders or partners whose contact information we have obtained over the course of our relationship with them.
  • Share good news stories and key information from the wider Violence against Women, Domestic Abuse and Sexual Violence sectorwhich we believe may interest you. 
  • Respond to direct requests where you contact us with a query – we will use your personal information to respond.
  • Carry out general administrative tasks like dealing with complaints and feedback, essential record-keeping.
  • Transact: we will use your personal information to take payments from you when processing orders and payments for goods and services.
  • Keep you safe: in the event that we reasonably think you (or someone else) is at risk of serious harm or abuse.
  • Conduct polls, surveys and research: we may invite you to take part so that we can improve our website, services and/or strategic development.
  • Monitoring and evaluation: we use your personal information to inform and develop our service delivery.
  • Improve your experience of our website, so that we may offer you a more user-friendly navigation of our website.
  • Process applications to work at Cyfannol Women’s Aid: for example, if you fill in an application form or send us your CV or send us information speculatively in respect of possible contract opportunities.
  • Supporter profiling and analysis: we will use your personal information to help us better target communications, so that you are more likely to receive communications relevant to your interests.

 

Communication from Cyfannol Women’s Aid:

Cyfannol Women’s Aid sends out a regular newsletter via Mailchimp, in accordance with this privacy policy and Mailchimp’s privacy policy

You can update your preferences or unsubscribe from this newsletter at any time.

You may also choose to stop receiving communications from Cyfannol Women’s Aid at any time by sending notice of your decision to the following contact details:

by email: fundraising@cyfannol.org.uk

by calling: 03300 564456

For how long will we keep your personal information?

At Cyfannol Women’s Aid, we are committed to retaining your personal information for no longer than necessary in relation to the purpose for which it was first collected. This is in line with guidance from the Information Commissioner’s Office. Cyfannol Women’s Aid may hold some types of data for up to seven years.

For example, in the case of financial transactions like donations and purchases, we will keep your personal information for as long as legally required in respect of tax or accounting purposes, which could be anything up to six years after a transaction has taken place.

We keep your personal data for communication purposes for as long as you want to receive newsletters from us. If you decide to opt-out of or withdraw your consent to our newsletter, we will no longer use your personal data for this purpose.

Do you share my information with anyone else?

We will only use your personal information for the purposes for which it was obtained in the first place. We won’t share it with any third parties and you won’t receive any communications from other organisations.

We will not:

  • Sell or rent your data to third parties
  • Share your data with third parties for marketing purposes

However, there are two very explicit ways in which your data might be shared:

  • In the event that we use third party suppliers to help deliver our services, fundraising activities and campaigns. For example when you are making a donation using an external website you are going through to a partner company and the information you give such as your credit card number and contact information is provided so that the transaction can take place.
  • Where we are legally bound to disclose your personal information, for example, to further criminal investigation or to keep you safe if we believe you (or someone else) is at risk of serious harm or abuse.

 

Keeping your personal information safe

We have both digital and operational safeguards to make sure your data is secure at Cyfannol Women’s Aid. Access to information is reviewed on a regular basis and limited to those people who actually need to access it, and are assigned the permission to do so.

All Cyfannol Women’s Aid online webforms are protected by secure end-to-end encryption. The personal information we collect from you online is stored by us on databases protected through access controls, firewall technology and other appropriate security measures.

There are, however, inherent risks to passing information over public networks and Cyfannol Women’s Aid cannot 100% guarantee the security of data handled in this way.

Cyfannol Women’s Aid’s web servers are located in England.

 

Your rights and managing your own data

You have the right to request access to the personal information that Cyfannol Women’s Aid stores and processes about you. You can ask for corrections to be made to the information we hold or for your personal information to be deleted. You can also ask us to restrict the processing of your personal information or to object to the processing of it altogether.

We will not charge you for either considering or complying with a request unless it is deemed to be excessive in nature. We will ask you for proof of identity and upon this being successfully verified, you are entitled to obtain the following information about your personal information:

  • The purposes of the collection, processing, use and storage of your personal data.
  • The source(s) of the personal information, if it was not obtained from you.
  • The categories of personal data stored about you.
  • The recipients (or categories of recipients) to whom your personal data has been or may be transmitted, along with the location of those recipients.
  • The envisaged period of storage for your personal data or the rationale for determining the storage period.
  • The use of any automated decision-making and/or profiling.

If you would like to make a request relating to any of the rights above, please send a request by emailing info@cyfannol.org.uk. Or if you prefer, you can make the request in writing to: Data Protection Officer, Cyfannol Women’s Aid, 3 Town Bridge Buildings, Park Road, Pontypool, NP4 6JE.

 

How to make a complaint

If you have any questions about this privacy policy or the way in which Horizon handles your personal information, or if you wish to make a complaint, please send a request by emailing info@cyfannol.org.uk. Or if you prefer, you can make the request in writing to: Data Protection Officer, Cyfannol Women’s Aid, 3 Town Bridge Buildings, Park Road, Pontypool, NP4 6JE.

If you’re unhappy with our response, you may then raise your concern directly with the Information Commissioner’s Office: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Alternatively you can visit the ICO website.

Cyfannol Women’s Aid is registered under the General Data Protection Regulation (EU) 2016/679 as a data controller with the number Z1003218.

 

Changes to our privacy policy

Our Privacy Notice may change from time to time, so please check this page occasionally to see if we have included any updates or changes, and that you are happy with them.

(Last updated: January 2022)

 

Cookies

Cookies are little text files downloaded by and stored on your device (phone, laptop, tablet, etc.) when you visit a website. Cookies are used to help the website owner (in this case, Cyfannol Women’s Aid) to provide you with a smooth experience while you browse.

Cyfannol Women’s Aid uses cookies to:

  • Make our website work
  • Collect anonymous data to gain insight into how visitors use our website
  • Help us show advertisements about our services to those people who might be interested in them
  • Allow you to share content with social networks like Twitter and Facebook.

Cyfannol Women’s Aid does not use cookies to collect any information that could personally identify you. Neither do we use cookies to pass on any personally identifiable information to third parties.

Contact us for further information

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Cyfannol Head Office

3 Town Bridge Buildings, Park Road, Pontypool NP4 6JE. Email: info@cyfannol.org.uk

Cyfannol Telephone Number: 03300 564456
Torfaen Office

3 Town Bridge Buildings,
Park Road, Pontypool NP4 6JE

Drop-in support available
Mon-Fri 9.30am-4.30pm

Monmouthshire Multi Agency Centre

26b Monk Street, Abergavenny
NP7 5NP

Drop-in support available
Mon-Fri 9.30am-4.30pm

Ebbw Vale Institute

Church Street, Ebbw Vale
NP23 6BE

Drop-in support available
Mon-Fri 9.30am-4.30pm

Newport Office

56 Stow Hill, Newport
NP20 1JG

Cyfannol is a registered charity, UK Charity Registration No. 1045890.

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