WCVA virtual/remote/online events Privacy Notice

INTRODUCTION

Your privacy is important to us, the intention of this privacy notice is to explain how we process and use personal data for virtual/remote/online events organised by WCVA. WCVA uses Microsoft Teams or Zoom and 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 WCVA’s YouTube channel
  • individuals that may have registered an interest but were unable to attend the event

We may also use Eventbrite for registration and Survey Monkey for post event feedback.

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.

If WCVA records the event, you will be notified at the beginning of or as you enter the event, 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 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 events will have a chat function, if you choose to participate in this way, your comments may be visible to others attending the event and will be captured in the recording.

WHO ARE WE?

We are Wales Council for Voluntary Action (WCVA), a Registered Charity (number 218093) and Company Limited by Guarantee (number 425299). WCVA is registered as a Data Controller with the Information Commissioner’s Office (ICO), registration number Z6141301. At WCVA we have a Data Protection Officer (DPO) who oversees our processing activities, that person is Emma Waldron, who can be contacted by email at dpo@wcva.cymru or 0300 111 0124.

WHAT TYPE OF PERSONAL DATA DO WE COLLECT?

We currently collect and process the following information for events:

  • your photograph or an image of you, depending on your PC settings, i.e. a still photo image if you have one on your teams/zoom profile or a video of you if you have your camera turned on during the session
  • your audio if you speak at the event
  • your first and last name
  • your preferred salutation
  • the organisation you represent
  • your job title
  • contact address(es)
  • contact email addresses(es)
  • contact telephone number(s)
  • details of your interests in the third sector and communication preferences
  • your language preference (Welsh or English)

HOW DO THIRD PARTIES USE YOUR DATA?

When using video conferencing applications such as Zoom or Microsoft Teams, your name, user name, email address, your computer’s IP address, MAC address and device name may be collected. To find out more information, you should view their 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.

When you register for an event where we ask you to sign up using Eventbrite, their privacy notice can be found here: https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB.

We may seek your feedback after the event and this may be carried out either by WCVA or a third party, Survey Monkey. Where we use Survey Monkey you must also familiarise yourself with their privacy notice which can be found here: https://www.surveymonkey.co.uk/mp/legal/privacy/

HOW DO WE OBTAIN YOUR 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 online events
  • You registered an interest in attending WCVA events
  • You participated in an event that was being recorded

HOW WILL WE USE YOUR INFORMATION?

We may use the information that you have given us to:

  • Publicise and promote our activities on our website and/ or social media
  • For use in blogs and podcasts
  • Share a recording or a link to the 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 members, voluntary organisations, Welsh Government, other infrastructure bodies and corporate partners. It may also be provided to external consultants for training and evaluation purposes.

WHAT LEGAL BASIS DO WE USE?

The legal basis on which WCVA processes your personal information is legitimate interests, Article 6(1)(f) of the UK General Data Protection Regulation (GDPR), tailored by the Data Protection Act 2018. 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 events to educate, enable and inform which will help you to carry out your role(s).

WHERE DO WE STORE YOUR DATA?

When you register for an event where we ask you to sign up using Eventbrite, their privacy notice can be found here. Your personal data will then be used in our Customer Relationship Management (CRM) Database and Microsoft Teams or Zoom (depending on the application we use). If the event has been recorded it will be stored on WCVA’s secure internal systems.

HOW LONG DO WE KEEP YOUR INFORMATION?

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 5 years.

WHAT RIGHTS DO YOU HAVE?

You have a number of rights in relation to your personal data that we have. Not all the rights apply in all circumstances. If you wish to exercise any of the rights, please contact us in the ways detailed in the ‘Who are we?’ section:

  • You have a right of access to the personal information we hold about you.
  • You have the right to ask us to correct any information we hold about you that you think is wrong or incomplete.
  • You have the right to object to any processing of your personal information where we are relying on a legitimate interest to do so and you think that your rights and interests outweigh our own and you wish us to stop. There may, however, be legal or other legitimate reasons why we need to keep or use your information. If this is the case, we will consider your request and explain why we cannot comply with it. You can ask us to restrict the use of your personal information while we are considering your request.
  • You have the right to object if we process your personal data for the purposes of direct marketing. If you no longer want to receive communications from us, please contact us. We will stop sending you communications but will continue to keep a record of you and your request not to hear from us. If we deleted all of your information from our direct marketing databases, we would have no record of the fact that you have asked us not to communicate with you and it is possible that you may start receiving communications from us at some point in the future, if we obtain your details from a different source.
  • You have the right to ask us to delete your information. This is also known as the right to be forgotten or to erasure. We will not always agree to do this in every case, as there may be legal or other legitimate reasons why we need to keep or use your information. If this is the case, we will consider your request and explain why we cannot comply with it. You can ask us to restrict the use of your personal information while we are considering your request.
  • Where our processing of your personal information is based on your consent, you have the right to withdraw it at any time. Please contact us if you want to do so.
  • You may have a right to obtain the personal information that you have given us in a format that be easily re-used and to ask us to pass this personal information on in the same format to other organisations. Please contact us to find out if this right applies to you.

WHO SHOULD YOU COMPLAIN TO?

In the first instance, this should be to WCVA’s Data Protection Officer as outlined under ‘Who are we?’, but you do have a right to lodge a complaint with the Data Protection Regulator, the Information Commissioner’s Office (ICO) and they can be contacted on 0303 123 1113 or by email: https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

CHANGES TO THIS PRIVACY NOTICE

This privacy notice was last updated on 7 December 2020. 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.