Privacy Notice

This Privacy Notice sets out how Community Foundation in Wales uses and protects the information you give us.

Why do we need your information?

We are a charitable foundation that works with people to strengthen communities in Wales. We believe that thriving communities with caring people and strong community groups give everyone the chance to achieve their best. We use personal data to ensure we are organising our time and effort for the benefit of people in Wales.

Whose data do we collect?

We collect information about you when you give, or are considering giving, financial or other support to the Community Foundation in Wales, along with people who apply to the foundation for grants, whether on behalf of an organisation or personally, and people who wish to support us and follow our activities.

How do we obtain your data?

The information we hold about you has been provided directly to us by you. We also collect information when you voluntarily complete surveys and provide feedback. Website usage information is collected using cookies.

What do we collect about you?

We may collect the following information:

• Name
• Date of birth
• Contact details (i.e. email address, postal address, phone number), including relevant family or friends information including information on successor advisors
• Bank details
• Job title
• Information about our relationship with you – correspondence, meeting notes, attendance at events
• Information necessary for us to manage funds you have established or supported

What do we collect from grantees?

• Name(s) and address, email, phone number and other relevant contact details and preferences
• Purpose and details about an application for a grant
• Any other information needed for the assessment of a grant which may include financial, family, education and employment information
• Details about any grant which was made
• Information about our relationship with you, correspondence, meeting notes, attendance at events etc.

How is this information used?

Community Foundation in Wales collects data for several reasons, including:

• To provide personalised services or information to users who have requested it
• To process donations
• To help improve our understanding of how our website is used
• To monitor and improve the services we offer
• General administration purposes
• Promoting the aims and objectives of the foundation through other activities.

Cookies

A cookie is a small file which is stored on a user’s computer, once permission is received. The cookie then analyses that data specific so that information and services can be tailored specifically. You can choose not to accept cookies on our home page www.cfiw.org.uk, though some of our website features may not function as a result.

Protecting your data

We keep your data secure in our database with appropriate security mechanisms in place. We will not share your data unless it is necessary for the purpose for which you have given us the data.

Examples are given below:

• We will provide information to HMRC on Gift Aided donations since we have a legal obligation to provide this information.
• We will share information on grant applicants with grant panel members and donors. These are volunteers working with the foundation. We will also publish data on grant recipients for groups/organisations (amounts/names/purpose) but we anonymise details for any individual grantees.

Our responsibilities

If the law requires your consent to process data in a certain way then we will obtain it before carrying out that activity.

Other activities are carried out to fulfil a contract or agreement. Examples include holding funds which are subject to Philanthropy Agreements or organising a ticketed event. Each requires us to know who you are and to process your information in order to do the thing you have asked us to do.  If a contract is in place then we will process your data based on that contract.

In all other cases the law allows us to process your data if it is in our legitimate interest to do so, but only so long as we need to and your “interests or your fundamental rights and freedoms are not overriding”. This means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy notice.   We will keep data for as long as is needed to complete the task for which it was collected. Relationships between donors, grantees and the foundation are often long term, and so we expect to keep your data for as long as that relationship exists, or until we no longer need it.

Marketing

We would like to keep in touch with you about our work supporting people and communities in Wales. To sign up to this service please click here. You have the right at any time to opt out. If you no longer want to receive our information please complete the same form on our opt-in page or click the 'Unsubscribe' button at the bottom of any of our emails.

Your Rights

You have the right to:

• Withdraw consent to use your data
• Request a copy of the data that we hold about you
• Ask that we suppress or stop processing your data, and we will honour this where possible. However, in some circumstances we may need to continue processing your data. For more information, please contact us.
• Ask for inaccuracies in your personal data to be corrected
• If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner. This link may be helpful - https://ico.org.uk/concerns/

Changes to this Privacy Notice

We regularly review this Privacy Notice to ensure that it is an accurate reflection of how we process your personal data. Any changes made will be posted on this page.

How to contact us

Email: [email protected]

By writing to the Chief Executive, Community Foundation in Wales, St Andrews House, 24 St Andrews Crescent, Cardiff, CF10 3DD

Phone: 02920 379580