a)    For the purposes of this Policy:

Personal information is any information about you and may include, without limitation:

your name;
your postal address;
your email address;
your telephone number; and
your website address.

b)    We collect personal information provided by you when you sign up to the Website as a registered user and/or when you contact us in writing, by email, by telephone and/or via the Website for information.

c)     We may also collect information about your use of the Website when you access and browse the Website (see paragraph 7 of this Policy for more information).

d)     We collect personal information when you subscribe to our e-newsletter, we collect your name, email address and how you heard about us. Our email service (MailChimp) also collects your IP address, the country where you are based, whether you open our emails or click on any links, and the browser you use. MailChimp also tells us if our email to you bounced. MailChimp may transfer your details to our supporter software (Salesforce).

e)     If you book a place at an event, our event booking services (Learndash, WooCommerce, Ticketsource and Eventbrite) will collect your name, email address, your employer and job title, plus other information relevant to the event. We may also ask how you heard about the event and if you want to hear about future events, reports, articles, campaigns and appeals. If you say ‘yes’, we will add your relevant details to our MailChimp and/ or Salesforce database.

f)     If you take part in an online vote for our Sustainable Academy Awards, we will collect your name and email address to validate your vote as an individual and we will not send you any further information unless you specifically say ‘yes’ to receiving further information on the Awards or if you would like to subscribe to our newsletter.

If the event involves a fee or donation, payment is made via Ticketsource or Eventbrite. We do not have access to or store details of your bank account or payment card.

g)     If you complete one of our surveys on Google Forms or Survey Monkey, we will hold those details for the purpose of administering the survey. We may also ask if you want to hear about our future events, reports, articles, campaigns and appeals. If you say ‘yes’, we will add your relevant details to our MailChimp or Salesforce database.

We will use the personal information about you for the following purposes:

2.1  to publish on the Website such details as are reasonably necessary to permit users of the Website to obtain information about any sustainability scheme you may wish to promote via the Website – by providing your personal information to us you agree to all and any such personal information being published on the Website unless and until you specifically request otherwise in writing;

2.2  for any purpose which reasonably arises out of and/or in connection with your use of the Website;

2.3  to notify you about any important changes or developments to the Website or Cynnal Cymru;

2.4  on occasion, to verify the information you have provided.  We reserve the right to request additional personal information from you and to undertake checks with appropriate third parties for this purpose.

2.5  to enable us to send you information by email or telephone about our services.  You can choose not to receive marketing materials from us by notifying us [by e-mail] at contact(at)cynnalcymru.com. Please include “Privacy Policy – unsubscribe me” in the subject line.

2.6  where you have consented, to let you know via email or other electronic means about the services which we offer which may be of interest to you. If you change your mind about being contacted in the future please let us know by [emailing us] at contact(at)cynnalcymru.com  Please include “Privacy Policy – unsubscribe me” in the subject line.

2.7  on occasion, to contact you, either by email, telephone (including voice mail message) or other means, to ask you to provide feedback regarding various aspects of our service.  Your feedback may be used for both internal purposes and to provide feedback to our partners and associates. We will not disclose that you are the source of any anecdotal feedback unless you consent to this. You can choose not to be contacted in this way by [emailing us] at contact(at)cynnalcymru.com.  Please include “Privacy Policy – do not contact me” in the subject line.

Your information is used only by the Cynnal Cymru – Sustain Wales.  We will not sell or rent your information to third parties for marketing purposes.

We do pass your information to third parties who provide services to you on our behalf e.g. to process your ticket booking and send you emails. Our main third party providers are Google Analytics, MailChimp, Ticketsource, Eventbrite and Salesforce CRM. We only disclose the minimum personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

We reserve the right to disclose your personal information to certain third parties as follows:

a)    to our funding bodies;

b)    to our sub-contractors, including without limitation those involved in operating the Website;

c)     to appropriate third parties for the purposes of verifying your personal information as described in paragraph 2.4 above;

d)    where disclosure is necessary

(i)   in response to a subpoena, court order or government request or request by any other appropriate authority;

(ii)   for the purposes of taking legal action to establish or exercise our legal rights or defend legal claims against us;

(iii)   to investigate, prevent and/or take other action in connection with possible illegal activities, suspected fraud, situations involving potential threats to the physical safety of any persons, violations of our Website Terms and Conditions of Use; or

(iv)   as otherwise required and/or permitted by law or regulatory body;

(v)    to third parties in connection with any actual or potential new funding arrangements, merger, transfer, or other disposition of Cynnal Cymru, its functions or any part thereof.

e)    We may also pass aggregate information concerning usage trends and patterns of the Website and general trends in sustainability initiatives to third parties, but this information will be anonymised and will not include information that can be used to identify you.

a)    We have security measures in place which are designed to safeguard your personal information.  However the internet is not a completely safe medium and we cannot guarantee the security of such information on-line. We will use reasonable measures to protect your personal information from unauthorised disclosure, alteration, damage, loss, accidental destruction or misuse. We will retain your information for a reasonable period or for so long as is required by law.

b)    You are entitled to see the information we hold about you – please contact us if you wish to do this. We are entitled by law to charge a fee of £10 to meet our administrative costs in providing you with details of such information. Please help us keep the information we hold about you accurate and up to date by informing us of any inaccuracies [by e-mail] at [admin@sustainwales.com]. We will endeavour to promptly correct any such inaccuracies.

5.1  We may use technology to collect information about the patterns of behaviour of visitors to our site. This may include using a “cookie” which would be stored on your browser. A “cookie” is a small data file containing information that is written to a user’s hard drive by a web server and used to track the pages visited.  Any information collected in this way will be used:

a)    to enhance your use of the Website; and

b)    to track traffic patterns on the Website and to provide reports for our internal use and to our funding bodies.

5.2  You can control your internet browser’s settings regarding “cookies” by selecting the appropriate option available on your internet browser.  This will allow you either (i) to prevent your browser from accepting new “cookies”; (ii) to have your browser notify you when you receive a new “cookie” or (iii) to disable “cookies” altogether.  This may, however, impair your use of the Website by making some features unavailable.

For more detailed information on the cookies used by this website, please refer to our Cookie Information page.

The Website includes links to other websites which are clearly marked.  This Policy does not apply to any third parties over whom we have no control including, but not limited to, other websites.  We recommend that you review any privacy policies belonging to any such third party websites prior to use.

If you have any questions or comments about our Privacy Policy, or wish to unsubscribe from receiving details of products that we think may be of interest to you, please contact us via email at admin@sustainwales.com or write to us at: Cynnal Cymru – Sustain Wales. Registered Office: Baltic House, Mount Stuart Square, Cardiff Bay CF10 5FH. TEL: 029 20431746

If you are contacting us via email to unsubscribe, please include “Privacy Policy – unsubscribe me” in the subject line.