Privacy Notice

The Privacy Notice sets out how and why we obtain, use and protect your personal information.

Mind Ystradgynlais are committed to protecting your personal information and being transparent about what we do with it. We are committed to using your personal information in accordance with all applicable laws concerning the protection of personal information and not to do anything with your information you wouldn’t reasonably expect.

How we collect personal information about you

When you interact with Mind Ystradgynlais we might collect personal information from you. There are several occasions when this could happen, for example: if you enquire about our activities, make a donation to us, register for an event, apply for a job or volunteer opportunity, or otherwise provide us with personal information. This could happen when you phone us, go onto our website, email us or in person.

What information do we collect?

Personal information might include your name, age, email address, telephone number, postal address and credit/debit card details, as well as the information you provide in any correspondence between us.

What’s the legal basis for collection your data?

Under the UK General Data Protection Regulation (UK GDPR), in some cases we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have placed an order on our website).

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 Mind Ystradgynlais to process your information to help us to achieve our vision of ensuring that everyone seeking help for their mental health gets both support and respect.

Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.

Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.

We also gather general information about the use of our website, such as which pages users visit most often. We may also track which pages users visit when they click a link in a Mind Ystradgynlais mailing. We use this information to better understand how people use our website and to make improvement to the website. This information is, wherever possible, anonymous and does not identify individual visitors to our website.

Cookies

‘Cookie’ is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet when you visit a website.

They let websites recognise your device, so that the sites can work, or work better, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.

How do we use cookies?

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve our site.

Who sees your personal information?

The personal information we collect about you will be used by our staff and volunteers to support you. We never sell or share your personal information or web browsing activity with external parties, except to legal and regulatory bodies if required to by law.

How do we use personal information?

We may use your personal information to:

• Provide you with information that you’ve asked for.
• Provide or administer activities relating to our services.
• Provide you with information about our plans, for example, letting you know about a new service, a fundraising campaign, job and volunteering opportunities, etc.
• Analyse the information we collect to better understand our supporters and people who use our services to develop and improve what we do.
• To disclose information if we are required to do so by law.

We will only send you marketing information electronically (eg. by email, text/SMS) if you specifically agree to us doing so. If you no longer want to receive this type of information you can unsubscribe at any time.

We will never sell your personal information and we will not share your information with any third parties without your permission, except when we are required to do so by law.

Sensitive information

If you contact Mind Ystradgynlais by telephone, email or via the website, you may give your consent to provide details of a sensitive nature. We will treat this information with extra care and always in accordance with the Privacy Policy.

Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs. We only use this information for the purpose of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide. We will not pass on your details to anyone else without your permission, except in exceptional circumstances, for example, anyone reporting serious self-injury or posing a threat to others, or a criminal activity.

How do we store your information?

Your personal information and details of enquiries are stored on a secure database. We do not keep your personal information for longer than is necessary for the purposes of its use. We carry out periodic deletion of data when the retention period has expired or when the need to continue holding such data is no longer necessary.

Your data rights

You have various rights in respect of the personal information we hold about you – these are set out in more detail below.  If you wish to exercise any of these rights or make a complaint, you can do so by contacting us by email at [email protected]

and by phone on 01639 841345.  You can also make a complaint to to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk

• Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal 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 any automated decision making. You can make a request for access free of charge.  Please make all requests for access in writing, and provide us with evidence of your identity.
• Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.  Please contact us as noted above, providing details of your objection.
• Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
• Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
• Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
• Portability: You can ask us to 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.
• Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
• No automated-decision making:  Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention.  You have the right not to be subject to automated decisions 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.

Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request. You can request a copy of your personal information that we hold by contacting us in writing to:

66 Pen Y Bryn Ystradgynlais Swansea SA9 1JB.

If you need to complain about the way we have handled your data, please write to us at the address above or email us at: [email protected]

This policy is written in accordance with the General Data Protection Regulation.