Data protection

WCVA is often required to collect and use personal and sometimes sensitive (special category) data about you.

We are committed to complying with data protection law. Looking after your personal information is very important to us and we want you to be confident that your personal information is kept safe and secure. To view our Data Protection Policy please see here.

This page will provide you with information on how and why we may use your personal information along with the ways in which your privacy is protected. 

  1. Why does WCVA need my personal information?

WCVA delivers a wide range of services/support to its members and other third sector organisations. If you contact us it is likely that we will request personal information from you and process this information to deliver the required service/support.

We must make sure you know what we intend to do with your personal data and who it may be shared with and this is done through a privacy notice.

  1. How does WCVA use my personal information?

How WCVA uses your personal information depends on the services you receive. This may include:

  • Collecting information from you to process a job application
  • Helping you with an enquiry
  • Registration for gofod3
  • Registration for a training course
  • Administering your membership
  • Processing your application for funding
  • Collecting information about your circumstances and achievements as a participant on the Active Inclusion Fund
  • Collecting information from you to help you to find a volunteering placement

If we don’t need your personal information, we won’t ask you for it. We will only collect and use the minimum amount of personal information that we need for that purpose. 

If you are interested in applying for a job with us, that privacy notice can be found here.

When recording our interactions with you arising from enquiries you may make, we have a Client Relationship Management (CRM) system and Volunteer Management System. These will contain your personal data and the privacy notice can be found here.

If you are interested in attending our annual gofod3 event, the personal data you provide to register will be held in our CRM and the privacy notice can be found here. We will be using Eventbrite to administer the registrations for this event and Eventbrite’s privacy policy can be located here.

When you book onto a training course run by WCVA we store your contact details in our Customer Management Relationship (CRM) database and we use Tocyn Cymru as our booking system. Please see this privacy notice  to find out how your information will be used, who can access it, the legal bases on which your information is held and your rights in relation to this information. Please see Tocyn Cymru’s privacy notice to find out how they use your information.

When you make an application for funding our privacy notice can be located here.

If you are a participant on the Active Inclusion Fund, the privacy notice can be found here.

If you are a volunteer, your information will be held on a Volunteer Management System and the privacy notice can be found here.

For administering our electronic mailing lists we use a Client Relationship Management (CRM) system. This will contain your personal data and the privacy notice can be found here. We use email marketing software, Mailchimp to manage our mailing lists and track clicks, opens and email preferences. Our mailing lists contain your personal data, please see Mailchimp’s privacy notice to find out how they use your data.

We use SurveyMonkey for monitoring, evaluation and collecting data. This will occasionally involve processing your personal data. Please see SurveyMonkey’s privacy notice to find out how they use your data.

  1. What personal information does WCVA hold about me?

The information we hold will vary depending on the service(s) you receive. For the vast majority of services, we will hold basic information such as your name, address and contact details to enable us to deal with your enquiry. 

In some instances, we may also request and process more sensitive information about you. For example, if you are a participant on our Active Inclusion Fund, then we may require information about your ethnicity or health.

  1. How does WCVA collect information about me?

WCVA collects information about you from a number of sources:

  • Your information may be provided to us by you, for example on an application form, or during a conversation with a member of staff as part of an enquiry.
  • Your data may be provided to us by other organisations or sister councils, for example in respect of an enquiry.
  • Your information may be provided to us by another individual who for example has nominated you for an award.
  • If you are a participant or if you are working on a European project your information may be provided to us by the organisation in receipt of funding. They will be required to enter some of your personal data into our Project Data System (PDS). Your information may be provide to us by you through a funding application process, either directly or through a website such as eTenderWales

  1. How will WCVA inform me about its use of my personal information?

We will do this via a privacy notice which will be available to you at the point you provide your personal data to us.

  1. Who does WCVA share my personal information with and why?

WCVA works with a number of partners and agencies including other voluntary organisations, suppliers, public bodies and contractors, in order to provide you with efficient and effective services. Some examples of the types of third parties with whom we may share your personal information are:

  • Wales European Funding Office (WEFO) – We are required to provide a wide range of information to WEFO where WCVA administers grants on behalf of WEFO, acting as an Intermediate Body.
  • Welsh Government
  • Local authorities
  • County Voluntary Councils (CVCs)
  • Health boards
  • The Charity Commission

We do not transfer personal data outside the European Economic Area (EEA)

  1. How long does WCVA keep my information for?

How long we keep information for varies depending on the type of information, legal or funding requirements and business need. We only keep your personal information for as long as it is necessary for us to do so.

  1. How does WCVA keep my information safe?

WCVA makes every effort to keep your information safe and secure and has measures in place to ensure that your information, regardless of whether it is held on a computer or in paper files. Examples of our security measures include:

  • Approved policies that provide clear direction on data protection and security breaches
  • Data Protection training so that all staff are aware of their roles and responsibilities for managing personal information
  • A dedicated Data Protection Officer whose job is to monitor WCVA’s compliance with data protection law and to investigate any concerns regarding the use of an individual’s personal information.
  • A dedicated team of ICT support whose job it is to protect WCVA’s computer networks, infrastructure and computer systems.
  • Encryption for removable media to prevent unauthorised access to the personal information stored on it.
  • Physical controls to restrict access to WCVA buildings and equipment to prevent unauthorised physical access to personal information, e.g. CCTV, entry controls.
  • Secure storage arrangements to protect records and equipment to prevent loss, damage, theft or compromise of personal information e.g. locked storage rooms, filing cabinets with restricted access.
  • Arrangements for the secure disposal of records and equipment when no longer required.
  • Strong user access and password controls that help to ensure that only authorised individuals have access to WCVA information and systems.
  • Regular testing of our IT systems and technology to date on the latest security updates (i.e. upgrades and patching).

  1. Links to external websites

Where we provide links to websites of other organisations, our privacy notice and cookie policy does not cover how that organisation processes personal information or uses cookies. We encourage you to read the privacy notices and cookie policies on the other websites you visit. 

  1. Your rights

Under data protection legislation, you have the following rights:

  • To be informed of the personal data WCVA holds about you and to access it
  • To require us to rectify inaccuracies in that data
  • To (in certain circumstances) object to or restrict processing
  • For (in certain circumstances) your data to be ‘erased’
  • To (in certain circumstances) data portability
  • To lodge an independent complaint with the Information Commissioner’s Office (ICO) who is the UK’s independent regulator for Data Protection

  1. Does WCVA have a Data Protection Officer?

Yes, WCVA has a Data Protection Officer, Matthew Brown, who can be contacted as follows:

FAO: Data Protection Officer

Wales Council for Voluntary Action
One Canal Parade
Dumballs Road
Cardiff
CF10 5BF

Email: dpo@wcva.cymru

WCVA is registered with the information Commissioner’s Office (ICO), registration number Z6141301.

  1. Where can I get independent advice?

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO). Their contact details can be found here.