1. ABOUT THIS PRIVACY NOTICE

We (Women Connect First) wish to be as transparent as possible about the personal information we collect and use about our service users.

We comply with the UK’s data protection legislative framework, which includes the European General Data Protection Regulation (GDPR) and the UK’s own legislation, including the Data Protection Act 2018.

Please ensure you read this notice carefully and contact us if you have any questions or concerns about our privacy practices.

2. WHAT DATA WE NEED

Examples of basic data we may collect are:

• Basic personal data about you including name, address, email etc. and your child (if using the creche) for registration purposes.
• Information relating to your health or (if applicable) that of your child (for example, for health and safety purposes if you are taking part in or attending an event with your child ).
• Age, sexual orientation, disability and nationality and ethnicity information for monitoring purposes.

Sometimes we may also need to collect further data such as:

• Information as to whether you are a taxpayer (to enable us to claim Gift Aid).
• Your bank or credit card details if you provide these to make payments to us.
• Information necessary for us to process volunteer applications (which may include things like employment status, previous experience depending on the context, as well as any unspent criminal convictions or pending court cases  may have).
• Photographs (with consent).

3. WHY WE NEED DATA

• We need to know your basic personal data in order to keep in touch with you about our services, any changes or other news.
• We need to know about information relating to your or your child’s health to ensure we meet your needs and know what to do in an emergency or record and investigate any health and safety related incidents and accidents at the venue.
• We need photographs and images sometimes to monitor and publicise our services.
• We need information about volunteers in order to assess their suitability.
• We need monitoring information to make sure that we are reaching the people we need and in order to meet some funders’ requirements.

4. HOW WE COLLECT YOUR PERSONAL INFORMATION:

We will not collect any personal data from you we do not need. We will be clear about the purpose of the data we collect.

We collect the information you provide to us voluntarily and directly such as when you visit the venue, sign up to a mailing list, fill in forms, contact us by telephone, email or otherwise give us feedback.

All the personal data we collect is kept securely.

We may share your information with organisations outside Women Connect First for purposes such as the following:

• To safeguard you and others.
• To make sure we are working together with other organisations who may be supporting you.
• To comply with funders’ requirements, including monitoring.
• To help local authorities and Welsh Government for research and statistical purposes.
• To promote Women Connect First and the work with do with other people such as media, public, potential funders (we will anonymise data used for this purpose or ask specific permission).
• To enable regulatory bodies and funders to audit our services to make sure our support meets appropriate standards.

5. HOW LONG WE KEEP YOUR DATA

Women Connect First’s approach to retaining personal data is to ensure that it  complies with the data protection principles referred to in its data protection policy and, in particular, to ensure that:

• Records containing personal data are regularly reviewed to ensure that they remain adequate, relevant and limited to what is necessary for legitimate purposes
• Records containing personal data are kept secure and are protected against unauthorised or unlawful processing and against accidental loss, destruction or damage. Where appropriate Women Connect First uses anonymisation to prevent identification of individuals.
• When records are destroyed, whether held as paper records or in electronic  format, Women Connect First will ensure that they are safely and permanently erased.

We actively discourage the retention of data for longer than it is required. All  personal data will be deleted or destroyed by Women Connect First after one year of retention unless further retention can be legally justified (e.g. ongoing employment or volunteering, ongoing casework or necessary for financial or other records). Categories of data listed below have to be retained under the following specific criteria:

• Personal data of donors associated with finance data must be retained for at least six years.
• Personal data associated with records of transactions/purchases needs to be kept for at least six years.
• Personal data of employees needs to be retained for six years with reference to payroll and ten years with reference to pension information.
• Personal data of volunteers and trustees needs to be retained for at least six years if it is associated with financial transactions.

6. DATA PROCESSORS

There may be situations where we use data processors – companies or individuals who act upon our behalf – to collect your information for us or to use the personal data we pass to them to provide your service. For example, the information that we collect from you may be transferred to staff who work for our suppliers. These processors can only use your information in accordance with our instructions and for the purposes in this Policy. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy which includes having appropriate contracts in place with our suppliers who process your data to provide your service.

7. WHAT ARE YOUR RIGHTS?

• If at any point you believe that the personal date we process is incorrect, you can request to have it corrected or deleted.
• You can change your mind about receiving information from us at any time simply by getting in touch with us at admin@womenconnectfirst.org.uk or 029 2034 3154 or 7 Neville St, Cardiff , CF11 6LP.
• You may request a copy of the personal information which we hold about you by getting in touch with us using the contact details below. This right may be restricted by law where disclosing information may result in the personal information of other individuals being disclosed and it would be unreasonable to do so.
• If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter. She is currently Menaka Kodur, Women Connect First Interim CEO.
• If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).