Privacy policy

Cwmpas is committed to protecting your privacy.

The statements below explain how we use information about you, how we protect your privacy and what are your rights in relation to your own information.

What is personal information?

Personal data means any data which identifies a living person. Processing personal data (collecting, storing, using, altering, sharing or destroying personal information) is governed by the UK Data Protection Act (2018).

Who are we?

Cwmpas is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?

Cwmpas complies with its obligations under GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?

We need to use information about you to:

  • Offer you services and support  
  • Manage services
  • Help investigate complaints 
  • Check the quality of services 
  • Ensure that expenditure is appropriate 
  • Carry out research and plan new services
  • Recruit and employ people
  • Purchase goods/services

Sharing your personal data

Your personal data will be treated as strictly confidential, and will be shared only with the following:

  • Third parties acting on our behalf who are helping us deliver our services
  • Third parties acting on our behalf who are helping us evaluate our services
  • Third parties who have paid for or commissioned our services
  • Third party mailing houses

Third parties are contractually required to protect your data and comply with GDPR.

How the law allows us to use your information

The law allows us to use your personal information when:

  • We are providing a service to you, or because you have asked us to do something before providing a service
  • We need it to carry out our corporate objectives (and this isn’t going to cause you any harm)

How long do we keep your personal data?

Our funders determine how long we must keep your data. Your data is kept for no longer than necessary in case of any complaints, legal claims or auditing queries. For details of specific project retention dates, please contact us using the details below.

Your rights and your personal data

You have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which Cwmpas holds about you;
  • The right to request that Cwmpas corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for Cwmpas to retain such data;
  • The right to request that Cwmpas provides you with your personal data and where possible, to transmit that data directly to another data controller;
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data;
  • The right to lodge a complaint with the Information Commissioners Office.

Transfer of data abroad

In most instances your data remains within the UK, or within the European Economic Area which is recognised in UK law as having adequate safeguards for your data protection rights.

We may transfer your personal information to countries outside the EEA or to an international organisation. Where we transfer your personal information outside the EEA, we will ensure that adequate safeguards are used to secure the data.

Where organisations or platforms that we work with operate globally or use services outside the UK we will take reasonable steps to ensure that safeguards such as a UK adequacy decision, or model contract clauses are in place to protect personal data.

Automated decision making

We do not carry out automated decision making with your personal data.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use before we start the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

To exercise all relevant rights, queries or complaints please in the first instance contact the Director of Finance and Resources at Cwmpas on 0300 111 5050 or via email info@cwmpas.coop or at Y Borth, 13 Beddau Way, Caerphilly, CF83 2AX.

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.