Privacy Policy

VOICES ADFOCAD Privacy Notice

1. Purpose of this Notice

This Privacy Notice explains how VOICES ADFOCAD collects, uses, stores, and protects personal data. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. VOICES ADFOCAD is committed to safeguarding the privacy, dignity, and autonomy of unpaid carers, advocates, volunteers, and partners.

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2. Who We Are

VOICES ADFOCAD is an advocacy organisation supporting unpaid carers through campaigns, assemblies, peer advocacy, training, and policy engagement. We act as a data controller when determining how and why personal data is processed.

If you have questions about this notice or how we use your data, you can contact us at:

Email: info@voices.wales

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3. What Personal Data We Collect

We collect only the information necessary to deliver our services, fulfil our mission, and meet legal obligations. This may include:

Identity data: name, preferred name, date of birth.
Contact data: email address, phone number, postal address.
Carer‑related information: caring role, support needs, advocacy issues, accessibility requirements.
Engagement data: participation in events, campaigns, training, surveys, or consultations.
Digital data: IP address, device information, cookies (for website functionality and analytics).
Special category data: health information or details relating to caring responsibilities, collected only with explicit consent.

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4. How We Use Your Data

We process personal data for the following purposes:

To provide advocacy, information, and support to unpaid carers.
To organise assemblies, campaigns, training, and community events.
To communicate updates, opportunities, and policy developments.
To gather evidence for consultations, research, and policy submissions.
To manage memberships, volunteers, and partnerships.
To ensure safeguarding, legal compliance, and organisational accountability.
To improve our services through monitoring, evaluation, and feedback.

We do not sell personal data or share it for commercial purposes.

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5. Lawful Bases for Processing

We rely on one or more of the following lawful bases:

Consent: when you choose to share information or sign up for communications.
Contract: when delivering services you request.
Legal obligation: where safeguarding or regulatory duties apply.
Vital interests: where processing is necessary to protect someone’s safety.
Legitimate interests: for advocacy, organisational development, and community engagement, balanced against your rights and expectations.

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6. How We Store and Protect Your Data

VOICES ADFOCAD uses secure systems and organisational safeguards to protect personal data from loss, misuse, or unauthorised access. Measures include:

Encrypted digital storage
Access controls and role‑based permissions
Secure communication channels
Regular data protection training for staff and volunteers
Clear retention and deletion schedules

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7. Data Sharing

We may share data only when necessary and proportionate:

With partner organisations delivering joint advocacy or support
With statutory bodies when required for safeguarding or legal compliance
With policymakers or researchers, but only in anonymised or aggregated form
With service providers who support our operations (e.g., email platforms), under strict data‑processing agreements

We never share identifiable information without a lawful basis.

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8. Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected. Retention periods vary depending on:

Legal requirements
Safeguarding obligations
Contractual commitments
Organisational needs

When data is no longer required, it is securely deleted or anonymised.

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9. Your Rights

Under UK GDPR, you have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion of your data
Restrict or object to processing
Withdraw consent at any time
Request data portability
Raise concerns with the Information Commissioner’s Office (ICO)

To exercise any of these rights, contact us using the details above.

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10. Cookies and Website Analytics

Our website may use cookies to support functionality, security, and analytics. You can manage cookie settings through your browser. Analytics data is anonymised and used to improve user experience.

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11. Changes to This Notice

We may update this Privacy Notice periodically to reflect legal, organisational, or technological changes. The most recent version will always be available on our website.

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12. Contact and Complaints

If you have concerns about how your data is used, please contact us. You also have the right to lodge a complaint with the ICO:

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113