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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:

  • By email:
  • 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.

  1. 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 people who access our services, visitors and staff. These systems may record your image during your visit.

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’. 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.

  1. How do we collect information about you?

Relevant personal data will be collected:

  • directly from you (e.g. from asking you to complete a referral form, or speaking to you either on the phone or face to face).
  • when you visit our website or interact with us online
  • from other agencies including police, health agencies, local authorities, voluntary and community organisations, and safeguarding agencies.

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
  • Request a callback from a member of our team
  • Sign up to support a campaign
  • Support our work through a donation
  • Fundraise on our behalf
  • Tell us your story
  • 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
  • Share photos or videos

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.

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 (see our Cookies policy for further information).
  • We store information about how you navigate our website, although this cannot be used to personally identify you (see our Cookies policy for further information).
  • Technical Data and Usage Data is collected via Google Analytics when you browse our Website. We use Google Analytics to measure and evaluate traffic on the Website, and create user navigation reports for our Site administrators. Google operates independently from us and has its own privacy policy, which we strongly suggest you review. Google may use the information collected through Google Analytics to evaluate Users’ and Visitors’ activity on our Site. For more information, see Google Analytics Privacy and Data Sharing.
  • 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 us with any personal information.

  1. How do we use your personal information?

We will use your personal information to do the following:

  • Provide you with information, advice or services
  • To refer you to appropriate services
  • To safeguard you, your children or vulnerable adults
  • To support prevention or detection of crimes
  • Process one-off or regular donations and to claim Gift Aid.
  • Maintain contacts
  • Share survivors’ stories that have been submitted to us for this purpose
  • 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 sector, which we believe may interest you.
  • Respond to direct requests where you contact us – 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 may use your personal information to help us better target communications, so that you are more likely to receive communications relevant to your interests.

The lawful grounds we use to process your personal data are:

  • Performance of a contract – if we enter into a contract with you, we’ll process information to administer that contract
  • Compliance with legal obligations – we’ll sometimes pass on personal information to comply with our legal obligations. For example, providing tax and gift aid information to HMRC in the UK
  • Legitimate interest – our legitimate interests enable us to meet our charitable objectives. This includes governance and operational management, publicity and income generation, administration and financial management and control
  • Consent – when we ask for your consent to process your personal information for a specific purpose that we communicate to you. When you consent to our processing your personal information for a specified purpose, you may withdraw your consent at any time and we will stop processing of your data for that purpose.
  1. 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:
  • by calling: 03300 564456
  1. Fundraising Information

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:

  • data to identify you, such as your name, username or your date of birth – for example, if you make a donation
  • your contact details, such as email address, postal address and phone number – for example, to be able to process a donation, claim Gift Aid or if you sign up to receive communications from us
  • financial data, such as your bank or card details – so that they can process your donation on our behalf
  • marketing data, such as your preferences for how we communicate with you
  • your reason for donating and specific interests relating to the work of Cyfannol Women’s Aid – this means we can make sure our communications with you are relevant
  • records of your history with us, including transaction data, details of your donation

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:

  • data to identify you, which includes your name, your address, your email address and phone number
  • Information about your donations, including the number of times you have donated to us, the donation amounts and whether you have added Gift Aid to your donation (but we do not see any financial data, such as your bank or card details)
  • marketing data, such as your preferences for how we communicate with you
  • your reason for donating and specific interests relating to the work of Cyfannol Women’s Aid – this means we can make sure our communications with you are relevant
  • records of your history with us. We do not see any of your financial data (i.e. bank or card details) relating to your donations processed on our behalf or that any other third party donation platform processes on our behalf.
  1. Recruitment Information

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.

  1. 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.

  1. Do you share my information with anyone else?

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. For matters relating to our support services, we may need to share your personal data with:

  • MARAC partners – for high risk victims of domestic abuse (with or without consent)
  • The Police – for the prevention and detection of crime. We encourage you to always report crimes directly to the Police, but if a crime needs reporting to the Police to safeguard you, or other people, we have to share information.
  • Other individuals and organisations, if the sharing would assist with a safeguarding issue, or help prevent a crime. Sometimes we may share your data without your knowledge.

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.

  1. 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.

  1. Your rights and managing your own data

You have a number of rights under the General Data Protection Regulations. These can be found on the ICO website

If you would like to exercise any of these rights, please email 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 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 2023)

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