Please note: this policy refers to information you submit while participating in the NewLink Wales project. For Platfform’s wider policy, see here.
NewLink Wales takes your privacy extremely seriously. We actively monitor and review our processes to ensure we are compliant with current legislation around data protection, and we aim to be as transparent and open as possible about what we do with your data, and why we do it. If at any time you have any questions about your data, you can contact us to discuss.
The Short Version
Filling out applications and other forms
If you send us info to access one of our services, like filling out a training booking form, volunteer application or DDRS payment and booking, we retain that data ourselves for up to three years, or seven years where financial data is involved. We use this data to facilitate your access to services, and we may share it with trusted partner organisations to operate our services or to allow you to access theirs. We retain this data on our premises or on our computer systems (see below). When you’re engaged with our services, we may ask you to fill out other forms, such as feedback or placement forms – we’ll treat that data in the same way.
Our computer systems:
When you provide us with data, we store it on our own IT systems. This means that it’s retained by our IT partners, ITCS. They don’t keep it any longer than we’ve stated here, and they don’t do anything with it themselves.
If you sign up to newsletters, either directly or by ticking a box on one of our forms, we upload some info about you to MailChimp. This is usually just an e-mail address, but may also include your name and organisation. If you sign up directly via MailChimp, they may also collect your e-mail address and rough location. You can unsubscribe at any time by clicking the link in the footer of a MailChimp e-mail, or contact us to remove your data from MailChimp.
Your data rights:
If you ever want to access, correct or delete your data, you can contact us. You can also contact us to request we stop processing data, or to restrict the data we process. To do this, contact us via firstname.lastname@example.org
If you have a complaint about how we handle your data, you can make a complaint to the Information Commissioner’s office. (Visit https://ico.org.uk/concerns/ or call 0303 123 1113)
The Detailed Version
Who are we?
We are part of Platfform, Registered Charity No: 1000889 and Registered Company No: 02546880. Registered address 2nd Floor, Derwen House, 2 Court Road, Bridgend, CF31 1BN.
Data we collect
Data you submit for the purposes of accessing our services, or while engaged with a service
When you access one of our services – such as a Volunteering service, a Training course, or DDRS – this will often involve submitting initial information via our website, if you choose to do so. (Other methods of providing this data exist, and are subject to the policies for data retained on our IT systems as outlined below). When you’re engaged with our services, we may ask you to fill out other forms, such as feedback or placement forms – we’ll treat that data in the same way.
Information submitted is retained by us on our IT systems and, in some cases, as secure physical records held in our premises. Our standard retention period for all data of this kind is three years, with the exception of any data related to financial transactions, which is retained for seven years.
Data stored on our IT systems is processed by our IT partner, ITCS, who retain it in line with our data retention policies outlined above.
At times, the data you submit when requesting access to a service may be shared with trusted partner organisations or public authorities. This only takes place where necessary to facilitate delivery of services, such as those delivered in partnerships with other organisations, or where we are required to disclose data to authorities by law.
Our basis for processing this data under GDPR is Contract. We process this data because you have asked us to, and because it is necessary to access those services to which you have requested access.
Data usage for Marketing Purposes
When supplying data to us, we may provide you with the option to opt-in to receiving information in future regarding additional services, events or opportunities we feel may be relevant to you; this information will be related to the services we’ve provided for you previously.
If you consent to receiving such communications from us, details will be uploaded to third-party provider MailChimp. The information uploaded is generally just an e-mail address and the service under which you consented to these communications, but may also include your full name, telephone number and the organisation you work for. If you sign up to our updates via MailChimp directly, the data they capture also includes your IP address, approximate geographical location, and the time and date you signed up.
MailChimp provides tools for you to correct, update or otherwise amend the information held on you for the purposes of receiving these communications, and also the ability to opt-out of these communications at any time. You can access these tools via the footer of any e-mail we send to you via MailChimp.
Note that opting out does not mean that your information is removed from MailChimp – this can be done either by contacting us (see ‘Data Rights’, below) or by contacting MailChimp directly.
MailChimp operates servers outside the EEA. For more information about MailChimp protects data, see section 16 below.
Our basis for processing this information under GDPR is Consent – we’ll only perform the above actions with your data if you provide opt-in consent for us to do so. You may withdraw this consent at any time, as outlined above.
Exercising Data Rights
Under GDPR, you have the right to request all data we hold on you, to the rectification or amendment of that data, and to the deletion of any of that data. You are also able to request data portability.
If you believe that NewLink Wales has not complied with your data protection rights, you can complain to the Information Commissioner. (Visit https://ico.org.uk/concerns/ or call 0303 123 1113)
Objecting to data processing
You also have the right to object to or request restriction of data processing, including data processed for the purposes of direct marketing.
Contacting us regarding your rights
In order to file a request related to any of your data rights, please contact us at email@example.com.
We will respond within one calendar month, or sooner where GDPR stipulates.