Privacy Policy

The personal information we collect about you will mainly be used by our staff (including contractors and volunteers) so that they can support you.

Personal Information we collect includes details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a donation), as well as information you provide in any communications between us. We will mainly use this information:

• To process a referral to Adferiad services
• To provide requested services to our clients
• To undertake research in order to help us plan and improve services
• To provide statistical information for publication
• For publication purposes, where consent has been given
• To manage our personnel functions (paid staff, contractors and volunteers)
• To provide membership, if requested
• To process your donations or other payments

Where we ask for your personal information, we will:

• Let you know why we need it;
• Only ask for what we need, and not collect excessive or irrelevant information;
• Ensure that it is kept safe and secure and only accessible to those who need it;
• Let you know if we need to share it with other organisations to provide services to you;
• Only keep it for as long as we need to;
• Make sure it is accurate and kept up to date

Data protection law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinion, sex life, sexual orientation or religious beliefs.

We will only use this information:

• For the purposes of dealing with your enquiry and quality monitoring or evaluating the services we provide;
• We will not pass your details to anyone else without your express permission except in exceptional circumstances.
• Where you have given us express consent that you are happy for us to share your story through our publications.

If you provide us with any Sensitive Personal Information by telephone, email or other means, we will treat this with extra care and confidentiality and always in accordance with this Privacy Notice.

We collect information from you in the following ways:

When you interact with us directly: This could be if you ask us about our activities or services, if you are referred into one of our services, register with us for an event, become an Adferiad member, make a donation to us, ask a question about our Services, complete a survey providing feedback on our services, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, or get in touch through the post, or in person.

When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with

In some cases, we will only use your personal information where we have your explicit consent or because we need to process it in order to fulfil a contract with you (for example, because you have requested membership or you undertake an employment post)

However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Adferiad to process your information to help us deliver a range of services to people facing complex life challenges.

We will never sell or share your personal information with organisations for marketing activities. Adferiad will only share your personal information where there is a justified and necessary reason to do so, or we have your explicit consent.

Some of our services are jointly delivered/funded by Local Health Boards and Local Authorities, so we may be required to share your information with them, as part of our Contract.

Additionally, we may engage in activities with Contractors of the organisation to provide specific services and functions. When we enter into contracts with these trusted Partners, we carry out thorough processes and practices, to ensure full compliance with Data Protection Laws and ensure we have appropriate controls in place to secure your information.

We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority).

We take looking after your information very seriously. Some of the information you provide to Adferiad will be held on our computers and will only be accessed by or given to our staff who have the appropriate authorisation.

We have in place administrative, technical and physical measures internally designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the personal information we hold.

We only keep your personal information for as long as is reasonable and necessary for the relevant activity, which may fulfil statutory obligations.

You have various rights in relation to your personal information, although those rights will not apply in all cases or to all information, we hold about you. We will tell you if this is the case when you contact us to exercise any of these rights.

You have the right to request that we:

• Provide you with a copy of your personal information that we hold about you, along with what information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for automated decision making. You can make a request free of charge. Please make all requests in writing using the contact details below.
• Update your personal information where it is out-of-date or incorrect;
• Delete personal information that we hold where it is no longer necessary for us to use it, or we have no lawful basis for keeping it;
• Restrict the way in which we process your information where you have asked for it to be erased or where you have objected to our use of it;
• Consider any valid objections to our processing of your personal information. Please contact us using the details below, providing details of your objection;
• Provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred;
• Make no automated decision making that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.

We will respond to your request within the applicable statutory time period. If we are not sure of your identity, we may require you to provide further information in order for us to verify who you are.

Our premises and any premises in which we deliver our services may be covered by closed circuit television.

Images recorded by these systems will be used by Adferiad, our partners and our agents to promote the safety and security of clients and staff.

Where CCTV is in use, advisory signs will be displayed prominently.

Adferiad accepts no responsibility for the operation of CCTV systems and the use of data collected by such systems at premises owned and operated by third parties.

We use cookies (small text files stored on your computer containing an anonymous unique identifier) to ensure you get the best experience from our website. More information on cookies can be found at www.aboutcookies.org or the Information Commissioner’s website Full details of the cookies we use are below:

• Content Management System

The system we use to create webpages relies on cookies to work. These cookies store no personal data and only facilitate the operation of our website. Without them, this site would not function.

• Measuring our visitors

We use a system called Google Analytics to get an impression of how visitors move through our website. This system uses cookies to log what pages visitors look at and at what time.

No personal information is attached to these cookies and there is no way for us to identify individual visitors from these.

What this does allow us to do however, is see how visitors navigate within our website and determine which features they use most often. This allows us to create content that is of interest to you.

• Facebook and other 3rd party cookies

Services such as Facebook provide the ability for us to place ‘Like’ links or similar on our pages. To do this we take some code from the service and place this in our website. Note: we have no control over this code.

It is possible that this code stores cookies about you and what you are looking at. We do not have any access to this information, nor do we have any agreements with these services to dictate how they use it.

If you are concerned about what data these services may be capturing and how it may be used, we suggest you get in touch with them or read the terms and conditions of their service.

Cookies can be disabled in the security settings of your web browser. Please note that permanently disabling cookies may hinder your use of our websites as well as other websites and interactive services.

If you would like to get in touch with us to discuss this Privacy Notice, how we use your information or to enforce any rights, please contact us:

By Email: dpo@adferiad.org

By Telephone: 01792 816600

By Post: Adferiad Recovery, Unit B3 Lakeside Technology Park, Enterprise Park, Swansea SA7 9FE

If you are unhappy with the way in which your personal data has been processed you may in the first instance contact us using the details provided.

If you remain dissatisfied with the outcome of your complaint then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:

By Email: wales@ico.org.uk

By Telephone: 02920 678400

By Post: 2nd Floor, Churchill House, Churchill Way, Cardiff CF10 2HH