Third Sector Support Wales (TSSW) is a collaboration between Wales Council for Voluntary Action (WCVA) and the County Voluntary Councils (CVCs) in Wales (referred to in this notice collectively as “we” or “us”). Our shared goal is to enable the third sector and volunteers across Wales to contribute fully to individual and community well-being, now and for the future.
In order to
meet this goal we have collaborated on the development of two
databases (the Databases). One is a Client Relationship Management
(CRM) system which we can use to store details of the organisations
that we work with and record any interactions between TSSW members
and these organisations. We can also record contact details for
people who are interested in our work, whether as individuals or on
behalf of their organisations and use the CRM system to manage our
communications with them.
database is a Volunteer Management System that enables TSSW to
support the bringing together of those wanting to volunteer and
those third sector organisations that need volunteers in a way that
improves the volunteer experience and volunteer management process.
The databases are separate, but linked together
We have developed this privacy notice in
order to be as transparent as possible about the Databases and the
personal information contained within them. This privacy notice has
been written for the individuals whose personal information is
contained in the Databases (referred to in this notice as "you").
We treat data privacy very seriously and comply with all aspects of
the UK's data protection legislative framework which includes the
European General Data Protection Regulation (GDPR) and the UK's own
information does this privacy notice contain?
We ask that
you read this privacy notice carefully as it contains important
what personal information is stored in the Databases
how and for what purposes the personal information held in the
Databases is used (this is known as processing);
the lawful basis for such processing;
how and from where we collect your personal information;
who has access to the information contained in the
third parties with whom we may share your personal
how long we keep your personal information;
how you can manage your communication preferences; and
where to find out more information about your privacy
Databases are managed by WCVA, the information in the Databases is
held on behalf of all the members of TSSW, i.e. WCVA and the CVCs
in Wales together. We are joint data controllers of the personal
information contained in the databases. We have entered into a
Memorandum of Understanding (MOU) that governs our relationship in
connection with the Databases.
Each of the
organisations that has signed up to the MOU has appointed a contact
who is responsible for the Databases. For WCVA, this contact is the
same person as WCVA's Data Protection Officer (DPO). Full details
of the organisations and how to contact them can be found here.
following categories of personal information are held in the
first and last name
your preferred salutation
any honours that you have
contact email addresses(es)
contact telephone number(s)
emergency contact number(s) - volunteers only
date of birth - volunteers only
details relevant to your search for volunteering
details of your interests in the third sector and communication
your language preference (Welsh or English)
We also keep
details of your gender, racial or ethnic origin and physical or
mental health or condition, if you have provided these to us
is the Personal Information Used For?
purpose of the Databases is to enable us to manage our
communications with people and organisations that wish to hear from
us. Using the personal information in the databases we can send
communications that we think will be of interest to you by email,
phone, SMS, post, social media and other digital channels. The use
of the shared central Databases avoids unnecessary duplication. The
Databases also have a facility which enable you to manage the
communications you receive more effectively.
Databases are also a tool to enable us to match volunteering
opportunities with volunteers.
We can also
use the Databases to provide insight and analysis to help us to
continually improve the effectiveness of our communications,
develop the products and services we offer our member
organisations, monitor the reach of our communications and the
diversity of the recipients and provide reports to funders and
Please note, except in the case of
volunteers that information about your gender, racial or ethnic
origin and physical or mental health or condition will only ever be
used for statistical and monitoring purposes on an anonymised
If you are
interested in volunteering, the Databases allow you to voluntarily
provide information about specific requirements you may have
arising from a physical or mental health condition.
information contained in the CRM system was initially imported into
it from databases held separately by WCVA and the CVCs. The
Volunteer Management System is an entirely new database.
information contained in the Databases may be added to with
information that has come from a variety of sources
information obtained directly from you
information obtained from organisations that are members of or
have an association with us - it may be that you work for one of
these organisations or volunteer for them and the organisation has
passed your details to us
information collected at events or training courses that we
information that is publically available including from on-line
sources and social media
information that is generated by us and recorded in the
Databases, such as your interests and communication preferences
We will only
store your personal information in the databases where we can do so
lawfully. The data protection legislative framework provides for a
limited number of reasons for processing personal
relying on the following lawful bases to process general
where we have your consent
where our processing of your personal data is in the public
where our processing of your personal data is necessary for our
legitimate interests or those of a third party and are not
overridden by your privacy rights
In this case
the legitimate interests are those of WCVA and the CVCs who have
signed up to the MOU who wish to communicate with interested people
and organisations about their work and the services they offer. We
also have the legitimate interest of wishing to share resources and
work collaboratively by having effective central databases. We
believe that this is also in the public interest.
rights are protected because the Databases store only basic
information about you, there is a strict protocol of who can access
your personal information and you have the ability to control your
communication preferences. You can also object to us storing and
using your personal information at any time as outlined
The data protection legislative framework
contains specific provisions that enable us to process information
about your gender, racial or ethnic origin and physical or mental
health or condition in order to monitor diversity on an anonymised
basis. For volunteers information about your physical or mental
health or condition can be processed with your explicit
can access your Personal Information
Databases are a collaboration, not all of the members of TSSW can
access and use your personal information.
established a strict protocol, contained in the MOU, to ensure your
information is only accessed and used by WCVA staff or a particular
you have an existing relationship with the relevant TSSW member
that predates the development of the Databases
you have consented to receiving communications from the relevant
the TSSW member has a specific legitimate interest in using your
information because for example, they are running an event in the
area in which you live or work
As WCVA are
responsible for managing the Databases, a small number of WCVA can
access all of the information contained in the
Sharing your personal
information with Third Parties
of the privacy notice provides details of third parties with whom
we may share the personal information contained in the
Databases are hosted by a third partties called Sales Force and
Team Kinetic. Although Sales Force and Team Kinetic have access to
the information in the Databases in order to ensure that they are
working effectively at all times, it is not permitted to use the
information for any reason.
We may also
run anonymised aggregated reports off the databases and share these
with the Welsh Government, local authorities, health boards and the
Charity Commission. These reports may also be published. We will
not share your personal information with these bodies however or
give them access to the "raw" data on which the reports are based.
The TSSW members may appoint an external researcher to help us with
this work, who would have access to the information contained in
also appoint an internal or external evaluation to assess the
effectiveness of the Databases. The evaluator would have access to
the personal information contained in the Databases, but would not
be able to use any of the information.
We do not
transfer personal information contained in the Databases outside
the European Economic Area (EEA). None of the service providers we
use to help us provide the Databases are based outside of the
Databases offer us functionality that enables you to determine your
communication preferences, both with regard to the format of the
communication, the topic and which organisations you would like to
hear from. Please visit the link on the communication
received to update or amend your communications preferences
at any time. Please note that it may take up to a
week for any changes to be processed.
long we will keep your personal information
protection legislative framework places an obligation on us to
review the length of time for which we keep personal information.
We are only able to keep your personal information for as long as
it is necessary for us to do so. We only intend to keep your
information in an identifiable form in the Databases while you
remain happy to keep receiving communications from us, or while you
wish to be informed of volunteering opportunities. We have no
current plans to delete your information.
You have a
number of rights in relation to the personal information held in
the Databases. If you wish to exercise any of the rights, please
contact WCVA in one of the ways mentioned below.
You have a right of access the personal information we hold
You have the right to correct any information we have about you
that you think is wrong or incomplete
You have the right to object to our use of your personal
information for direct marketing purposes. If you no longer want to
receive communications from us, please contact us. We will stop
sending you communications, but will continue to keep a record of
you and your request not to hear form us.
You have the right to ask us to delete your information. You
should be aware that if we do this, we will have no record of the
fact that you have asked not to receive communications from us. It
is therefore possible that you may start receiving communications
from us at some point in the future, if we obtain your details from
a different source.
Where our processing of your personal information is based on
your consent, you have the right to withdraw it at any time. Please
contact us if you want to do so.
us know if you are unhappy with how we have used your personal
You also have the right to complain to
the Information Commissioner's Office. Find out on their website
how to report a concern here.
Changes to this
notice was last updated on 2 May 2018. We keep this privacy
notice under regular review and may change it from time to time by
updating this page in order to reflect changes in the law and/or
our privacy practices. We would encourage you to check this privacy
notice for any changes on a regular basis.
List of TSSW Members and Contact