Tir Dewi Privacy Notice

Our contact details
Name of Organisation: Tir Dewi

Address:
Middle Tancredston Farm,
Haycastle,
Hwlffordd,
Sir Benfro,
SA62 5PX

Phone number: 0800 121 4722 / 01348 837600

E-mail: mail@tirdewi.co.uk

What we do
We are a Charity, registered with the Charity Commission, Number 1179204.  We provide support to farmers and their families across Wales who may need help.  We listen to their problems and help them to find their solutions.  Our support is confidential, without judgement and free.

At Tir Dewi we are committed to protecting your privacy and this Privacy Notice will explain how we do that.

How we get the personal information
Most of the personal information we process is provided to us directly by you.

We also receive personal information relating to clients indirectly through referrals for help from our partners or from concerned individuals.

The type of personal information we collect
We currently collect and process information on various groups of people.  These include: – staff, volunteers, service users / clients / farmers (Clients), callers to our Helpline, donors, partners and other useful contacts.  The type of information which we collect and the legal basis we rely on to process it may depend on which of these groups you are in.

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Staff
We collect and process the following information on our staff:

  • Name
  • Address
  • Telephone numbers
  • Email address
  • Ethnicity (if you are happy to give it)
  • Gender (if you are happy to give it)
  • Disabilities (if you are happy to give it)
  • Criminal convictions and CRB checks
  • Bank Details
  • Employment records such as regular reviews with your line manager

Under the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

We have a contractual obligation.
We may need to share some of your personal data with third parties such as HMRC, our accountants / payroll providers, volunteers and clients of Tir Dewi and our partners where relevant.  Where we need to do this we will ensure that you are aware of the need and have given permission for us to do so unless there is a clear Legitimate Interest on our part or yours associated with the need.

We will hold this information for 7 years after your employment with us ends. We will then dispose of your personal data by deleting the electronic record and any paper records will be securely destroyed.

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Staff
We collect and process the following information on our staff:

  • Name
  • Address
  • Telephone numbers
  • Email address
  • Ethnicity (if you are happy to give it)
  • Gender (if you are happy to give it)
  • Disabilities (if you are happy to give it)
  • Criminal convictions and CRB checks
  • Bank Details
  • Employment records such as regular reviews with your line manager

Under the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

We have a contractual obligation.
We may need to share some of your personal data with third parties such as HMRC, our accountants / payroll providers, volunteers and clients of Tir Dewi and our partners where relevant.  Where we need to do this we will ensure that you are aware of the need and have given permission for us to do so unless there is a clear Legitimate Interest on our part or yours associated with the need.

We will hold this information for 7 years after your employment with us ends. We will then dispose of your personal data by deleting the electronic record and any paper records will be securely destroyed.

Volunteers
We collect and process the following information on our volunteers:

  • Name
  • Address
  • Telephone numbers
  • Email address
  • Disabilities (if you are happy to give it)
  • Criminal convictions and CRB checks
  • Bank Details
  • Records of the work that you do on cases
  • Expenses and mileage claims

Under the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

Your consent. You are able to remove your consent at any time. You can do this by contacting Tir Dewi.

Further information is included in your Volunteer Agreement with us and outlined in the Volunteer Handbook which you are given.

We may need to share some of your personal data with third parties such as our bank, staff and clients of Tir Dewi and our partners where relevant.  Where we need to do this we will ensure that you are aware of the need and have given permission for us to do so unless there is a clear Legitimate Interest on our part or yours associated with the need.

We will hold this information for 7 years after you cease volunteering with us. We will then dispose of your personal data by deleting the electronic record and any paper records will be securely destroyed.

Service Users / Clients / Farmers
Our work with clients can often last many weeks or even months.  During this time we will collect and process the following information on you:

  • Name
  • Address
  • Telephone numbers
  • Email address
  • Type of farm
  • Details of problems
  • Health particulars

If you approach us directly to ask for support, then the legal basis on which we hold this information is often Legitimate Interest.  As you are seeking support we have a Legitimate Interest in knowing things about you which would be relevant to us in order to provide that support.  Your Legitimate Interest is also clear as you have asked for that support.

As we begin to work with you, then we may seek Consent for continuing to hold your data.

During the period of providing support, we may need to make contact with another organisation either to support you in your relationship with them or to ask them to provide additional support.  We will always ask for your consent before we make any referral to one of our partner organisations. Anonymised and aggregated data is also shared with our funders annually.

We will hold this information for 7 years from the date of the last contact with yourself. We will then dispose of your personal data by deleting the electronic record and any paper records will be securely destroyed.

Callers to our Helpline
Our Freephone Helpline is answered by volunteers.  During a call, they may seek to gain information about you such as:

  • Name
  • Address
  • Telephone numbers
  • Email address
  • Type of farm
  • Details of problems
  • Health particulars

Not all callers are happy to disclose information at this stage, but, if you do, then we will hold this information on the legal basis of Legitimate Interest.  As you are seeking support we have a Legitimate Interest in knowing things about you which would be relevant to us in order to provide that support.  Your Legitimate Interest is also clear as you have asked for that support.

As we begin to work with you, then we might also seek Consent for continuing to hold your data.

During the period of providing support, we may need to make contact with another organisation either to support you in your relationship with them or to ask them to provide additional support.  We will always ask for your consent before we make any referral to one of our partner agencies. You are able to remove your consent at any time. You can do this by contacting Tir Dewi: mail@tirdewi.co.uk

Anonymised and aggregated data is also shared with our funders annually.

Attendees at events and supporters
If you attend an event held by us, or if you offer to support us in some way without registering as a Volunteer, then we may ask for some details such as:

  • Name
  • Address
  • Telephone numbers
  • Email address

The legal basis on which we hold this information is:

Your consent. You are able to remove your consent at any time. You can do this by contacting Tir Dewi.

We will hold this information for 7 years following our last contact with you. We will then dispose of your personal data by deleting the electronic record and any paper records will be securely destroyed.

Donors
As a charity, we rely on receiving donations and we are delighted that so many of you support us in this way.  If you make a donation then we may ask for some details such as:

  • Name and contact details
  • Address
  • Telephone numbers
  • Email address

The legal basis on which we hold this information is Consent as we would seek this when asking for the information. You are able to remove your consent at any time. You can do this by contacting Tir Dewi.

We will hold this information for 7 years following our last contact with you. We will then dispose of your personal data by deleting the electronic record and any paper records will be securely destroyed.

Partners, Funding Partners and other useful contacts
We work with a huge number of Partners and others.  These might include other charities involved in farming, national or local charities, police, NHS bodies, local authorities and many more.  We are also supported by a number of Funding Partners, without whom we couldn’t do what we do.

If we work with you, then we will hold basic information on you such as:

  • Name and contact details
  • Address
  • Telephone numbers
  • Email address

By giving us this information you do so consenting for us to retain it as it is necessary for us to be able to work together.

We may need to pass details of a client to you.  If we do, then we will always seek their permission to do so before we do.  If you are passing a client on to us then it is essential that you have sought their permission before you do so and our staff and volunteers may ask you to confirm that you have done so.

We will hold this information for 7 years following our last contact with you. We will then dispose of your personal data by deleting the electronic record and any paper records will be securely destroyed.

Zoom Meetings
We may arrange meetings using the online platform Zoom. These meetings may be recorded and your permission will be sought via a click box which will appear on screen before the recording commences and used for training or promotional purposes or shared on social media.(https://zoom.us/privacy).  You can either consent and accept the recording, consent but turn off your camera if you are happy for the session to be recorded but don’t want to be visible, or refuse consent either by telling the meeting host so that it is not recorded or by clicking the appropriate box and leaving the meeting.

How we store your personal information
Your information is securely stored on staff laptops and using our third party database provider Lamplight.  Please see Lamplight system security and Data Protection. 

Your data protection rights
Under UK data protection law, you have rights including:

Your right of access
You have the right to ask us for copies of your personal information.

Your right to rectification
You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing
You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing
You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability
You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at mail@tirdewi.co.uk or 01348 837600 if you wish to make a request.

How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at mail@tirdewi.co.uk.

Data Protection Officer: Gareth Davies.

If you are unhappy with our handling of your complaint, you can then complain to the ICO.

The ICO’s address:           
Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.

Helpline number: 0303 123 1113

ICO Website : https://www.ico.org.uk

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