CAVS Privacy Notice May 2018
This policy is due to be reviewed: 01.04.2021
Carmarthenshire Association of Voluntary Services (CAVS) is committed to respecting and protecting the right of individuals to privacy.
This notice explains when and why we collect personal information about individuals, including
- those who visit the CAVS website
- our service users
- those people and organisations we work with to deliver our services, including our funders,
- and those who provide us with goods and services.
It also tells you how and why we use this data, the conditions under which we may disclose it to others and how we keep it secure.
We may update this notice from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this this notice.
Any questions regarding this notice and our privacy practices should be sent by email to firstname.lastname@example.org or in writing to CAVS The Mount 18 Queen Street Carmarthenshire SA31 1JT Alternatively, you can telephone 01267 245555.
Who are we?
CAVS is the county voluntary council (CVC) for Carmarthenshire. Our mission is to Help Organisations and Improve People’s Lives. We are one of 19 organisations who are partners in Third Sector Support Wales (TSSW), a national network of third sector infrastructure bodies across Wales working at a local, regional and national level to deliver a Thriving, Sustainable Third Sector, Good Governance, Volunteering and Influencing and Strategic Engagement.
What information do we collect about you, how and why, and who do we share it with?
Below are details of how we collect and use personal data in various circumstances. For each category of individuals, we have set out the lawful purpose or purposes for which we process their information; we will not use the information to contact them for any other reason.
We will only retain personal information for as long as necessary to achieve the purpose for which it was collected. This will vary depending on the situation, but we will delete all personal information as soon as we no longer need it for that purpose.
Visitors to our website
When someone visits www.cavs.org.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns, to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
Where we do want to collect personally identifiable information through our website, we are up front about this and the information will be provided by you. We make it clear when we are collecting personal information from you and explain what we intend to do with it. If we ask for your consent to use your information for a particular purpose we will clearly tell you how you can withdraw it.
To register you as a new CAVS Member organisation we will collect data including identity, contact and organisation details. Our lawful basis for processing this data is to create a contract with you and is necessary for our legitimate interests to fulfil our role as the umbrella support organisation for the Third Sector in Carmarthenshire.
All shortlisting for posts is carried out anonymously and we will only use your contact information once that process has been completed, to let you know whether or not you will be offered an interview and to let you know the outcome of an interview. A full privacy notice is included in all application packs.
If you want to complain or provide us with feedback
We will use the information provided by you to follow up a complaint or grievance in accordance with our Complaints Procedure. We also keep a record of all complaints received and the outcome of investigations, including whether or not the complaint has been upheld. This record includes the name of the complainant but not their contact details. The complaint form with contact details will be destroyed one year after the end of the investigation, including any appeal.
We use your feedback to improve our services and also to illustrate the difference that our services make. We do not attribute feedback unless you have given us your explicit consent to do so. We retain all feedback for one year after the end of the period to which it relates, so that we can use it for reporting purposes and to inform our planning for the following year.
E-bulletin and other news – information
The CAVS e-bulletin is sent out to a mailing list through MailChimp and is only received by contacts who have subscribed to receive it.
All TSSW contacts will be stored on a Customer Relations Management system (CRM) and will have been contacted to find out what information they want to receive from us and how they want to receive it. Click here for details.
If you access our e-bulletins or social media through the CAVS website you will not be required to provide any personal data.
- Purple Routes
In order to deliver our play service we need to have contact details for parents, we do not collect data on children however should the need arise then we will ensure that everything is done to ensure we safeguard the information.
We store all of this information securely in a database on a server in the EEA and share it with the system provider solely for the purposes of system administration and maintenance. We retain personal information as long as the client or volunteer is active in the service and delete it once this is no longer the case.
- Millennium Volunteers
We carry out various engagement activities so that individuals can make their views known to us on a range of local and national issues. We bring this feedback to the attention of the appropriate people, so that is can be used to help to improve both our own services and also the services that are delivered by statutory bodies, such as the local council and health board, and also the Welsh Government.
This feedback is usually anonymous and in any event no personal information will be forwarded to the various service providers with whom we share it. However, there are times when we will need to ask for contact details or other personal information, for instance where we need banking information so that we can pay expenses to third sector representatives (see ‘Those who provide us with goods and services’, below), or where we ask for an email address so that we can get further details to enable us to follow up concerns that have been raised (see ‘If you want to complain or provide us with feedback’ above).
People and organisations we work with to deliver our services, including volunteers and funders
As a member of TSSW, we use a shared CRM to store details of those with whom we work in the third, statutory and private sectors (click here for further information) as well as our volunteers and other individuals in Carmarthenshire. This will include work email addresses, which are personal data, as well as some personal email addresses and details of the various interactions that we have with these individuals and, where relevant, the organisations for which they work.
We use this information to enable us to deliver our services effectively and efficiently. We regularly review the data on our CRM and update it or delete it as and when required. We will only send out direct marketing information to our contacts where we have their express consent to do so.
Those who provide us with goods and services or to whom we make expenses and subsistence payments
In order to process and make payments we have to use some or all of the details that have been given to us, including contact name and email, address and bank details. In some cases this will be personal information. Where this is the case, we will process the information lawfully and in a way that respects and protects individuals’ right to privacy. We store all of this information securely in a database on a server in the EEA. We share it with the system provider solely for the purposes of system administration and maintenance.
We will review our sales ledger annually and delete the details of anyone once this information is no longer required.
How do we protect your information?
We have in place administrative, technical and physical measures, both on our website and internally, designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the personal information that we hold.
Where information is stored on servers, they are situated within the EEA. Should this not be the case, we will ensure that European Commission approved standard contractual arrangements are in place.
You have rights as an individual that you can exercise in relation to the personal information we hold about you. These are:-
- The right to be informed if your personal data is being used
An organisation must inform you if it is using your personal data.
- The right of access -Your right to get copies of your data -You have the right to find out if an organisation is using or storing your personal data.
- The right to rectification – Your right to get your data corrected
You can challenge the accuracy of personal data held about you by an organisation.
- The right to erasure – Your right to get your data deleted
You can ask an organisation to delete personal data that it holds about you.
- The right to restrict processing – Your right to limit how organisations use your data
You can limit the way an organisation uses your personal data.
- The right to data portability -You have the right to get your personal data from an organisation in a way that is accessible.
- The right to object to the use of your data -You have the right to object to the processing or use of your personal data in some circumstances.
- Rights in relation to automated decision making and profiling. -Your rights relating to decisions being made about you without human involvement. -Decisions are made about you when your personal data is processed automatically.
You can read more about these rights on the ICO website
If you would like to get in touch to discuss this privacy notice or how we use your personal information, to exercise your rights or to provide feedback or make a complaint about use of your information, please contact:-
CAVS, The Mount 18 Queen Street Carmarthen SA31 1JT
You can also contact the Information Commissioner’s Office at https://ico.org.uk/ for information, advice or to make a complaint
ICO helpline: 0303 123 1113
Information Commissioner’s Office – Wales
2nd Floor, Churchill House
Telephone: 016 2554 5297