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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 notice 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 notice, along with our Cookies policy, Service Information and website Terms & 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:
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.
Personal information Cyfannol Women’s Aid may collect, by itself or through third parties, includes:
For people who access our services, 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’ (special category data). 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. 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.
Relevant personal data will be collected:
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):
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.
Some of this information will be collected via third-party applications integrated into our website. For further information, please see sections 4, 5 and 6 of this statement.
Information you give to us indirectly
If you’re a young person aged 14 or under
You must get the permission of your parent/guardian before providing us with any personal information.
We will use your personal information to do the following:
The lawful grounds we use to process your personal data are:
See section 7 for further information relating to processing the data of people using our services.
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:
When you donate to us we need to collect some of your personal information. We’ll always collect, use and store your data responsibly, and make sure your data is protected.
We use Go Cardless, Donorfy, Stripe to process donations to Cyfannol Women’s Aid.
They collect information on our behalf to process your donation. We make sure the suppliers we work with follow data protection law. You can read more about each organisation’s privacy and data protection policies via the following links:
The information they may collect and store on our behalf is:
We sometimes receive donations via other third party donation platforms (e.g. Just Giving). Please refer to their privacy policies to find out how they keep your data secure.
We may download the following information from our third-party providers to enable us to contact you if you have asked us to keep you up-to-date with our fundraising activities or our work:
If you apply for a job with Cyfannol Women’s Aid, we will use your personal data to process this application: 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.
Our online application process is administered by Talos 360 and is subject to this privacy policy.
The lawful basis upon which we collect and process personal and sensitive (special category) data about people we support through our services is legitimate interests. We need to provide evidence of the work we have done to our funders and our data processing enables us to do this effectively. People who use our services will reasonably expect that we need their name and contact details in order to contact them and to continue the service, that we would retain support and safety plans to monitor the progress of their service, and that we will retain any information which is reasonably necessary for us to provide our services e.g. personal data which is provided in order to assist us in making a benefit application on behalf of an individual. Data processing is necessary to achieve this. We will also seek consent to gather information wherever possible, as best practice to ensure transparency.
We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. These purposes may include contacting people who have used our service to complete a survey about their experience of our service, or to invite them to events or to meet with our funders or regulators. Limited personal information may be required by funders to evidence that public funds are being used appropriately.
For all people who use our services we will collect and hold:
Some of the data that people using our services provide us with might include sensitive personal data. This includes information about medical conditions or criminal activity.
We use data about people we support:
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.
As a rule, we will hold personal data about people using our services for 6 years from their last point of contact. Exceptions to this may include where records need to be retained because the information in them is relevant to legal action that has been started, where there are specific child protection/safeguarding concerns, or where records are required to be kept longer for another reason dictated by law.
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.
We will only share your data when necessary and when the law allows us to. We will always share the minimum data required.
We sometimes need to share your data with other organisations where we have a statutory duty to do so in order to protect you, prevent harm to someone else, for example a child, or prevent or detect a crime (in accordance with the exemptions detailed in Schedules 2-4 of the DPA 2018).
If we have to share information in these situations, we will only share information that is necessary. We will always try and tell you when information is being shared unless it is not safe for you or someone else, or we can’t contact you.
Service users’ names and dates of birth may also be shared with our funders’ monitoring officers as evidence of legitimate use of public funds.
We use third-party suppliers to collect information on our behalf, to support our communications, fundraising and recruitment activities. Further information can be found above – in sections 4, 5 and 6 of this statement. We will never sell or rent your data to third parties or share your data with third parties for marketing purposes.
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.
You have a number of rights under the General Data Protection Regulations. These can be found on the ICO website https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
These include:
The UK GDPR and DPA 2018 recognise that, in some circumstances, we might have a legitimate reason for not complying with a request for access to or erasure of data. Where an exemption applies to the facts of a particular request, we may only be able to provide some of the requested information or be unable to meet the request, depending on the circumstances. All requests will be assessed on a case-by-case basis.
Access to personal information
Cyfannol tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the GDPR. Subject to any relevant exemptions, if we do hold information about you, we will:
Right to be forgotten
You have the right to have the personal data that we retain about you erased under the following circumstances:
If you would like to exercise any of these rights, please email 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 Cyfannol Women’s Aid 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: August 2024)
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