WCVA is often required to collect and use personal and sometimes sensitive (special category) data about you.
We are committed to complying with data protection law. Looking
after your personal information is very important to us and we want
you to be confident that your personal information is kept safe and
secure. To view our Data Protection Policy please see here.
This page will provide you with information on how and why we
may use your personal information along with the ways in which your
privacy is protected.
1. Why does WCVA need my personal
WCVA delivers a wide range of services/support to its members
and other third sector organisations. If you contact us it is
likely that we will request personal information from you and
process this information to deliver the required
We must make sure you know what we intend to do with your
personal data and who it may be shared with and this is done
through a privacy notice.
2. How does WCVA use my personal
How WCVA uses your personal information depends on the services
you receive. This may include:
- Collecting information from you to process a job
- Helping you with an enquiry
- Registration for gofod3
- Registration for a training course
- Administering your membership
- Processing your application for funding
- Collecting information about your circumstances and
achievements as a participant on the Active Inclusion Fund
- Collecting information from you to help you to find
a volunteering placement
If we don't need your personal information, we won't ask you for
it. We will only collect and use the minimum amount of
personal information that we need for that purpose.
If you are interested in applying for a job with us, that
privacy notice can be found
When recording our interactions with you arising from enquiries
you may make, we have a Client Relationship Management (CRM) system
and Volunteer Management System. These will contain your personal
data and the privacy notice can be found here.
If you are interested in attending our annual gofod3 event, the
personal data you provide to register will be held in our CRM and
the privacy notice can be found here. We will be using Eventbrite to
administer the registrations for this event and Eventbrite's
When you book onto a training course run by WCVA we store your
contact details in our Customer Management Relationship (CRM)
database and we use Tocyn Cymru as our booking system. Please
see this privacy
notice to find out how your information will be
used, who can access it, the legal bases on which your information
is held and your rights in relation to this information. Please see
Tocyn Cymru's privacy
notice to find out how they use your
When you make an application for funding our privacy notice can
be located here.
If you are a participant on the Active Inclusion Fund, the
privacy notice can be found here.
If you are a volunteer, your information will be held on a
Volunteer Management System and the privacy notice can be found here.
For administering our electronic mailing lists we use a Client
Relationship Management (CRM) system. This will contain your
personal data and the privacy notice can be found here. We use email marketing
software, Mailchimp to manage our mailing lists and track clicks,
opens and email preferences. Our mailing lists contain your
personal data, please see Mailchimp's privacy notice to
find out how they use your data.
We use SurveyMonkey for monitoring, evaluation and collecting
data. This will occasionally involve processing your personal data.
Please see SurveyMonkey's privacy
notice to find out how they use your data.
3. What personal information does WCVA hold about
The information we hold will vary depending on the service(s)
you receive. For the vast majority of services, we will hold
basic information such as your name, address and contact details to
enable us to deal with your enquiry.
In some instances, we may also request and process more
sensitive information about you. For example, if you are a
participant on our Active Inclusion Fund, then we may require
information about your ethnicity or health.
4. How does WCVA collect information about
WCVA collects information about you from a number of
- Your information may be provided to us by you, for example on
an application form, or during a conversation with a member of
staff as part of an enquiry.
- Your data may be provided to us by other organisations or
sister councils, for example in respect of an enquiry.
- Your information may be provided to us by another individual
who for example has nominated you for an award.
- If you are a participant or if you are working on a European
project your information may be provided to us by the organisation
in receipt of funding. They will be required to enter some of
your personal data into our Project Data System (PDS). Your
information may be provide to us by you through a funding
application process, either directly or through a website such as
5. How will WCVA inform me about its use of my personal
We will do this via a privacy notice which will be available to
you at the point you provide your personal data to us.
6. Who does WCVA share my personal information with and
WCVA works with a number of partners and agencies including
other voluntary organisations, suppliers, public bodies and
contractors, in order to provide you with efficient and effective
services. Some examples of the types of third parties with
whom we may share your personal information are:
- Wales European Funding Office (WEFO) - We are required to
provide a wide range of information to WEFO where WCVA administers
grants on behalf of WEFO, acting as an Intermediate Body.
- Welsh Government
- Local authorities
- County Voluntary Councils (CVCs)
- Health boards
- The Charity Commission
We do not transfer personal data outside the European Economic
7. How long does WCVA keep my information
How long we keep information for varies depending on the type of
information, legal or funding requirements and business need.
We only keep your personal information for as long as it is
necessary for us to do so.
8. How does WCVA keep my information safe?
WCVA makes every effort to keep your information safe and secure
and has measures in place to ensure that your information,
regardless of whether it is held on a computer or in paper
files. Examples of our security measures include:
- Approved policies that provide clear direction on data
protection and security breaches
- Data Protection training so that all staff are aware of their
roles and responsibilities for managing personal information
- A dedicated Data Protection Officer whose job is to monitor
WCVA's compliance with data protection law and to investigate any
concerns regarding the use of an individual's personal
- A dedicated team of ICT support whose job it is to protect
WCVA's computer networks, infrastructure and computer systems.
- Encryption for removable media to prevent unauthorised access
to the personal information stored on it.
- Physical controls to restrict access to WCVA buildings and
equipment to prevent unauthorised physical access to personal
information, e.g. CCTV, entry controls.
- Secure storage arrangements to protect records and equipment to
prevent loss, damage, theft or compromise of personal information
e.g. locked storage rooms, filing cabinets with restricted
- Arrangements for the secure disposal of records and equipment
when no longer required.
- Strong user access and password controls that help to ensure
that only authorised individuals have access to WCVA information
- Regular testing of our IT systems and technology to date on the
latest security updates (i.e. upgrades and patching).
9. Links to external websites
Where we provide links to websites of other organisations, our
We encourage you to read the privacy notices and cookie policies on
the other websites you visit.
10. Your rights
Under data protection legislation, you have the following
- To be informed of the personal data WCVA holds about you and to
- To require us to rectify inaccuracies in that data
- To (in certain circumstances) object to or restrict
- For (in certain circumstances) your data to be 'erased'
- To (in certain circumstances) data portability
- To lodge an independent complaint with the Information
Commissioner's Office (ICO) who is the UK's independent regulator
for Data Protection
11. Does WCVA have a Data Protection
Yes, WCVA has a Data Protection Officer, Emma Waldron, who can
be contacted as follows:
FAO: Data Protection Officer
Wales Council for Voluntary Action
Mount Stuart Square
WCVA is registered with the information Commissioner's Office
(ICO), registration number Z6141301.
12. Where can I get independent advice?
For independent advice about data protection, privacy and data
sharing issues, you can contact the Information Commissioner's
Office (ICO). Their contact details can be found here.