The Welsh Centre for International Affairs (WCIA) is dependent on the involvement of its volunteers, supporters and stakeholders. Developing a better understanding of those we engage with through their personal data (name, address, email, etc) allows us to operate and communicate more effectively. We are committed to protecting any personal information we have about you. This Privacy Statement sets out how we obtain, use and protect your personal information.
We are legally obliged to use your information in line with all laws concerning the protection of personal information, including the Data Protection Act 1998 , the Privacy & Electronic Communications (EC Directive) Regulations 2003 and the General Data Protection Regulations (GDPR) in effect from 25 May 2018.
WCIA communications contain links to websites owned and operated by third parties. These third parties have their own privacy policies – we cannot accept any responsibility or liability for the privacy practices of such third-party websites.
2. Who we are
The WCIA is a registered charitable incorporated organisation (CIO, charity number 1156822). We want a globally responsible Wales that meaningfully contributes to a fairer and more peaceful world. We work towards this by inspiring people to learn about and act on global issues in three key areas:
- Global Learning: we create seminal experiences that inspire interest in global issues, then build the self-belief, confidence and skills people need to act on those issues.
- Globally responsible communities: working in partnership within communities, we support people to come together to act locally on global issues, building on Wales’ internationalist and peace-building heritage.
- Grassroots international development: We develop the capacity of organisations and individuals in Wales who do international development work – primarily in Africa – to work effectively towards the Sustainable Development Goals in Wales and the world.
3. What information does WCIA collect about me?
When you contact WCIA to be kept-up-to date, sign up to information at events, or engage with online content such as signing up to mailing lists, or you telephone, email or write to WCIA, or engage with WCIA via social media channels, we may receive and retain personal information about you. This can consist of information such as your name, organisation, email address, language preferences and postal address. This allows us to contact you with information about events, activities and projects that you tell us you are interested in.
We store some additional information about some of our audiences including details of specific enquiries (for example, for venue customers) and interests, skills and background (for volunteer and staff applicants).
Data Protection law recognises that certain categories of personal information are more sensitive. This is known as ‘sensitive personal data’ and covers health information, race, religious beliefs and political opinions. We collect information about religious beliefs and race for job applicants, trustees, volunteers and some project participants. This is collated and stored in a way that would make personal identification of individuals impossible. We collate this data to measure our performance against our Equality and Human Rights Policy. We collect the minimum health information required to carry out our duty of care to individuals, including volunteers and staff members.
WCIA may also use of publicly available information to identify people who may be interested in partnering with WCIA. This information may include newspaper or other media coverage, open postings on social media sites such as Twitter and LinkedIn, and data from Companies’ House and the Charity Commission.
4. How will WCIA use the information collected about me?
WCIA may use your personal information for a number of purposes including the following:
- in relation to correspondence you have with us (whether by letter, email, text, social media, message board or any other means)
- to process your donation
- to process your venue booking
- for internal record keeping
- to fulfil sales contracts you may have entered into with WCIA
- to contact you about any content you provide
- to invite you to participate in surveys or research about WCIA or our work (participation is always voluntary)
- to provide you with information about our activities, events and news
5. Your debit, credit card information and bank details
We use a number of external platforms to process payments you make to WCIA. These platforms are external to WCIA but are reputable within the industry, however we recommend you check their privacy statements for further information.
- Eventbrite for event donations (your bank or card details will not be provided to us using this platform)
- CAFOnline for donations. This platform gives members of our finance team access to your bank details to process direct debits.
- Payzone for payments made at the venue, for example, for drinks
6. Legitimate interest
In some instances, we collect and use your personal information by relying on the legitimate interest legal basis. This includes and is not limited to:
- If you live in a household which has made a financial transaction with WCIA in the last 5 years
- If you have applied to be a volunteer with WCIA in the last 5 years
- If you are currently signed up to a course or other paid-for event (which has not yet happened)
- If you have made an enquiry to book the WCIA’s venue, the Temple of Peace
- If you are or have been a staff member, volunteer or trustee of WCIA in the last 5 years
- If you signed up for more information on our website
We have a legitimate organisational interest to use your personal information to respond to you.
7. Your choice
It is your choice as to whether you want to receive information about WCIA and the ways you can get involved. If you do not want us to use your personal information in these ways, please let us know.
You may opt-out of communications at any time by clicking the ‘unsubscribe’ link in at the end of our mailing list (MailChimp) emails. You can also change any of your contact preferences at any time by emailing: firstname.lastname@example.org.
We will not use your personal information for marketing or other communication purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we may retain your details on a list to help ensure that we do not continue to contact you again.
8. Will WCIA share my personal information with anyone else?
WCIA will not, under any circumstances, share or sell your personal data with any third party for marketing purposes and you will not receive offers from other companies or organisations as a result of giving your details to us.
If you are involved with the WCIA via on of our partnership projects, such as Hub Cymru Africa, your data may be shared with staff members and trustees working for those organisations in line with the purposes of that project. We always sign a data sharing agreement before sharing data with any partners, which you can view on our website.
We may need to share your information with “data processors” such as service providers, associated organisations or agents who may help us to prepare and send communications to you relating to our activities. These “data processors” will only act under our instruction and we will not allow these organisations to use your data for their own purposes and will take care to ensure that they keep your data secure.
We will also comply with legal requests where disclosure is required or permitted by law (for example to law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing).
9. How long will WCIA keep my personal information?
We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example, we will keep a record of any payments for a period of 7 years. For non-financial transactions, we will keep your data for up to 5 years if we are no longer in contact with you.
If you request that we stop communicating with you, we may keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.
Where you contribute material to us, e.g. user-generated content, we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted, unless otherwise stated at the point of generation.
10. How does WCIA update, correct, or delete my personal information?
The accuracy of your information is very important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest. If you wish to change how we communicate with you, or update the information we hold, please contact us:
- email us at: email@example.com
Under the Data Protection Act you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected.
If you are under 16 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information. We collect data from under 16s in the following circumstances:
- Young volunteers: young volunteers complete our volunteer enquiry form alongside us obtaining parental consent
- Basic details about attendees (names and dietary or access requirements) for school events
Anyone over the age of 13 is permitted to sign up to our mailing list or to engage with us through Facebook or Twitter.
13. Complaints, compliments or comments
If you are unhappy with our services or something that we have done or failed to do, we want to know about it. We also welcome your views on what we do well. Your comments enable us as an organisation to learn and continuously improve our services.
- email us at: firstname.lastname@example.org
Welsh Centre for International Affairs, March 2018