This policy explains what types of personal information will be gathered when you visit the Swansea MAD website and how this information will be used.
This policy outlines the use of personal data under the Data Protection Act 2018 and the General Data Protection Regulations (“GDPR”). For the purpose of DPA and GDPR, Swansea MAD is the data controller.
Swansea MAD is registered with the Information Commissioner’s Office (ICO). The ICO is the UK’s independent body set up to uphold information rights. Our ICO registration reference is: ZB383136
Any enquiry regarding the collection or processing of your data should be addressed to Swansea MAD’s Data Protection Officer Geraint Turner – email@example.com.
Third party sites
This website contains links to other websites. Please note that Swansea MAD cannot be held responsible for the privacy practices of other websites. We encourage all visitors to be aware and read the privacy statements of each and every website that collects personally identifiable information.
Privacy statement changes
Swansea MAD may change this privacy statement at any time. You are advised to read this statement each and every time so that you are satisfied with the privacy conditions under which you provide Swansea MAD with your personal information.
Your Personal Data
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone, or in conjunction with any other information in the data controller’s possession, or likely to come into their possession.
Swansea MAD will only collect personal information when you specifically and knowingly provide it to us. Examples of personal information are: Your name; Your address; Your telephone number; Your email address.
Non-personally identifiable information
Aggregate or summary information is collected automatically by our system e.g. number of visitors to the site. In order to do this we may need to send cookies to your PC. This information is used to monitor use of the website and will not contain information that can identify you as an individual.
A cookie is a small text file on the user’s browser and hard drive that uniquely identifies the user’s browser. There are two types of cookies: persistent cookies and session cookies. Session cookies are temporary and are erased when the browser exits. Persistent cookies remain on the user’s hard drive until the user erases them or until they expire.
If you wish to block Swansea MAD website cookies, please refer to your web browser’s help facility.
Information Swansea MAD Collects
Personal information includes identifiers such as; your name, date of birth, email address, postal address, telephone number, as well as information you provide in any communications between us, including:
- Your interactions with us – including; registering on our mailing list, using our website, making a booking on our website, attending an event or workshop and seeking information / support.
- Your interactions with others – including; booking onto an event via Eventbrite, using Stripe to pay for a product/service and provide your consent for your personal information to be shared with us.
When you visit our website, we collect information to help us to understand how our stakeholders use the site. This information consists of your IP address, your internet browser, the time and date of when you visited and which pages you visited or downloaded. We cannot use this information to find out further personal information about you, but simply allows us to make improvements and tailor our offer to our stakeholders.
We aim to ensure that our communications to you are relevant and timely. To enable us to do this, we may also analyse publicly available geographic, demographic and other information relating to you, to better understand your interests and preferences.
How the Information Collected is Used
Swansea MAD complies with its obligations under the “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.
We will process your personal data based on your consent, and/or because we need to use it in order to fulfil a contract with you (e.g. because you have engaged with our programmes and events and/or legitimate interest).
Legitimate interest means there is a valid reason for Swansea MAD to do so. This could include; making improvements to our services, to manage relationships with our supporters and to comply with relevant legislation. Whenever we process your information in this way, we ensure that we consider your rights and interests.
We will never sell or swap your details. We may share your information with trusted third parties in the process of managing your engagement with us, such as the payment processing of donations.
Personal information provided to the Charity by you will only be used for the purposes stated when the information is requested. Personal information will not be sold to third parties, or provided to direct marketing companies or other such organisations without your permission.
What is the legal basis for processing your personal data?
- Explicit consent of the data subject so that we can keep you informed about news, events, activities and services offered by Swansea MAD.
- Processing is necessary for carrying out legal obligations.
- Sharing of information with partners or third parties is only done so where consent has been provided.
- However, we may disclose your information to regulatory bodies to enable us to comply with the law and to assist fraud protection and minimise credit risk.
- Please be advised that we do not reveal information about identifiable individuals to our stakeholders without consent from the data subject, but we may, on occasion, provide them with anonymised information.
How we Store Information Collected
We do not use or disclose sensitive personal data, such as race, religion, or political affiliations, without your explicit consent.
We will process, disclose or share your personal data only if required to do so by law, or in good faith believe that such action is necessary to comply with legal requirements, or legal process served on us or our websites.
You have the right to opt out of us processing your personal data for marketing purposes by contacting us via email at firstname.lastname@example.org
The transmission of information via the Internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
The Use of Trusted Partners and Suppliers
We use external companies such as Eventbrite to collect or process personal data on our behalf. We undertake checks on these companies before we work with them and put agreements in place that require them to comply with data protection legislation and ensure that they have appropriate controls in place to secure your information.
Your Rights and Your Personal Data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which Swansea MAD holds about you; where possible this will be provided within 30 days of request. If an extension is required due to the complexity of the request, then this will be agreed in writing by both parties;
- The right to request that Swansea MAD 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 Swansea MAD to retain such data;
- The right to withdraw your consent to the processing at any time;
- The right to request that the data controller provide the data subject with their personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
- 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, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
- The right to lodge a complaint with the Information Commissioner’s Office, https://ico.org.uk
If we wish to use your personal data for a new purpose, not covered by your consent, then prior to commencing the processing we will provide you with a new notice setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Controlling the use of Your Data
If you have given us consent to use your data for a purpose you can revoke or vary that consent at any time. If you do not want us to use your data, or want to vary the consent that you have provided you can email Swansea MAD’s Data Protection Officer on email@example.com
If you are concerned about how your information is used, you should check this page periodically.
To exercise all relevant rights, queries of complaints please in the first instance contact our Data Protection Officer by emailing firstname.lastname@example.org or via post c/o Swansea MAD, 216 High Street, Swansea, SA1 1PE.
You can contact the Information Commissioner’s Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/