1. INTRODUCTION
Wales Council for Voluntary Action is committed to protecting your privacy.
We treat privacy and confidentiality very seriously. The intention of this privacy notice is to explain how we process and use personal data for training courses or events organised by the WCVA.
We comply with all aspects of the UK’s data protection law, which includes the European General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
It is important that you are aware of how your data will be used, please ensure you read this notice carefully and contact us if you have any questions or concerns.
We may update this Privacy Notice from time to time.
2. WHO IS WCVA?
We are Wales Council for Voluntary Action (WCVA, referred to in this notice collectively as we, our or us), a registered charity (registration number 218093) and company limited by guarantee (registration number 425299).
WCVA is registered as a Data Controller with the Information Commissioner’s Office (ICO), registration number Z6141301.
Our Data Protection Officer is Matthew Brown, who oversees all data processing activities, he can be contacted via email at dpo@wcva.cymru or by telephone on 0300 111 0124.
3. PERSONAL DATA
Personal data means any information about an individual from which that person can be identified. It does not include data where an individual cannot be identified (anonymous data).
We may collect, use, store and transfer different kinds of personal data. If you would like to see how your personal information is used, including for specific services, please refer to the Using your personal data section at the bottom of this Privacy Notice.
4. WHY WE COLLECT AND USE YOUR PERSONAL DATA
We may use the information that you have given us to:
- Publicise and promote our activities on our website and/or social media
- Publicise and promote our activities in blogs and podcasts
- Share a recording or a link to the training course/event on our website, social media or YouTube channel
We may also share this information with external stakeholders such as County Voluntary Councils (CVCs), WCVA Partners, voluntary organisations, Welsh Government, other infrastructure bodies and corporate partners. It may also be provided to external consultants for training and evaluation purposes.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you for the delivery of training or events, and you fail to provide that data when requested, we may not be able to perform the contract. In this case, we may have to cancel the training/event you have with us, but we will notify you if this is the case at the time.
5. HOW DO WE COLLECT YOUR PERSONAL DATA?
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You registered to attend one of our training courses or events
- You registered an interest in attending a training course or event
- You participated in a training course or event that was being recorded
Disclosures of your personal data
The WCVA uses primarily Microsoft Teams and Zoom (though in some cases other conferencing technology) for remote attendance at events. At these events, attendees are able to be seen and /or heard by:
- other attendees
- any member of the public, where the event is published on the WCVA’s YouTube channel
- individuals that may have registered an interest but were unable to attend the event
When using the above video conferencing applications, your name, username, email address, your computer’s IP address, MAC address and device name may be collected. To find out more information, you should view their respective privacy notices which can be found here:
Zoom – https://zoom.us/privacy
Teams – https://privacy.microsoft.com/en-gb/privacystatement
Where video conferencing applications are used to record meetings, personal data captured within the recording are stored within the cloud service owned by that company and this may be stored outside of the European Economic Area.
We also use third party services to assist with registration and administration of training courses and events, the relevant third parties and their privacy policies are outlined below:
Luma– https://luma.com/privacy-policy
We may also seek your feedback after the course/event and this may be carried out either by us, or by a third party using either Survey Monkey or Microsoft Forms.
The privacy policy for Survey Monkey can be found here- https://www.surveymonkey.co.uk/mp/legal/privacy/
The privacy policy for Microsoft Forms can be found
https://www.microsoft.com/en-gb/privacy/privacystatement%20
6. WHERE DO WE STORE YOUR DATA?
Your personal data will be used through the Luma booking system, our Customer Relationship Management (CRM) Database, and in the databases of Microsoft Teams or Zoom (depending on the application we use).
If the event has been recorded it will also be stored on the WCVA’s secure internal systems.
7. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to WCVA Partners, employees, agents, contractors and any third parties who have a legitimate need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
We are strongly committed to information security, and we take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption.
We have put in place physical, electronic, and managerial procedures to safeguard and secure the information you provide to us including the use of encryption and pseudonymisation.
The data protection legislative framework places an obligation on us to review the length of time for which we keep personal information. We will only keep your personal information for up to a maximum of 5 years.
In some circumstances you can ask us to delete your personal data: your legal rights are outlined at paragraph 11 below.
9. DATA CONTROLLER
A data controller, under GDPR Article 4(7), is the natural or legal person, public authority, agency, or other body that alone or jointly determines the “why” (purposes) and “how” (means) of processing personal data. It holds primary responsibility for compliance, including data security, breach notifications, and upholding data subject rights.
In this instance, we are the sole Data Controller.
10. LEGAL BASIS OF PROCESSING
We will only use your personal data when UK data protection law allows us to.
Most commonly, we process your personal data for the purposes described in this Privacy Notice, based on the following legal basis: ‘processing is necessary for the purposes of the legitimate interest pursued by the controller’, Article 6(1)(f) of the GDPR.
WCVA’s role is to enable voluntary organisations in Wales to make a bigger difference together. It is in the legitimate interest of both parties for us to be able to facilitate training courses/events to educate, enable and inform which will help you to carry out your role(s).
11. YOUR LEGAL RIGHTS
Under certain circumstances, you have the right to:
- Request access to your personal data (commonly known as a subject access request). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the accuracy of the data.
- Where our use of the data is unlawful, but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
12. HOW TO CONTACT US
We hope this Privacy Notice has been helpful in terms of how we use personal data and your rights in relation to such personal data. If you have any questions, please contact us:
- Email us at dpo@wcva.cymru.
- Write to us at Wales Council for Voluntary Action, One Canal Parade, Dumballs Road, Cardiff CF10 5BF.
13. CHANGES TO THIS PRIVACY NOTICE
This privacy notice was last updated on 5 May 2026. We keep this privacy notice under regular review and may change it from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We would encourage you to check this privacy notice for any changes on a regular basis.
APPENDIX 1 – USING YOUR PERSONAL DATA
We have grouped together the personal data we use as follows:
- Identity Data: includes first name, maiden name, last name, date of birth, job title, organisation name and your preferred salutation and language (Welsh/English).
- Contact Data: includes billing address, personal email address, business email address and telephone numbers.
- Sensitive Data: includes gender, racial or ethnic origin, health conditions and any other personal information you provide to us.
- Photos and videos: includes photographs, footage and audio obtained through participation in training/events i.e. if you have a profile picture or speak at these sessions.
We take your privacy seriously and will only use your personal information to administer this training course or event and provide the products and/or services you have requested from us.
At WCVA we store your contact details in our Customer Management Relationship (CRM) database, and we use Luma as our booking system. Please see the WCVA’s 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 Luma’s privacy notice to find out how they use your information.
Please also note that for the purpose of enabling organisations to network, your name, email and the organisation you are representing will be made available to co-delegates and the trainer/speaker for this training course or event.
If WCVA records the training course/event, you will be notified at the beginning of or as you enter the session, you will see that is it being recorded. At this point, you have option to leave the session, by choosing to remain, it means you acknowledge your personal data will be recorded.
All speakers at training courses/events may have their image, video and audio captured in the recording. If you are an attendee, you may have the option of sharing your image, video or speak during the session. If you choose to do this, it will also be captured in the recording.
Some training courses/events will have a chat function, if you choose to participate in this way, your comments may be visible to others attending the session and will be captured in the recording.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA – ALL PLATFORMS AND SERVICES
| Purpose/Activity | Type of data |
| To register you as a participant in training courses or events | (a) Identity
(b) Contact |
| When participating in training courses or events (including being on camera, speaking, and messaging in the online chat box) | (a) Identity
(b) Contact (c) Photo and video |
| To provide feedback for training courses or events, including through Survey Monkey or Microsoft Forms | (a) Identity
(b) Contact |
| Purpose of Processing | Appointed Sub processors |
| Register learners for their accreditation | Agored Cymru |
SPECIFIC SERVICES & PLATFORMS
The following portals and services use personal information, either provided by you or from us to deliver their services to you, or for their own individual requirements. You can find further information by following the links:
| Luma | Personal Data:
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| Zoom | Personal Data:
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| Microsoft Teams | Personal Data:
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| CRM | Personal Data:
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| Survey Monkey | Personal Data:
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| Microsoft Forms | Personal Data:
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| gofod3 website
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Personal Data:
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| Welsh Charity Awards | Personal Data:
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