Wales Safer Communities Network Privacy Policy

Who we are

The Welsh Local Government Association (WLGA) uses personal information to enable us to carry out services in respect of the Wales Safer Communities Network.  The service is the strategic voice that champions and connects everyone involved in community safety so they can create safer communities – locally, regionally and nationally. WLGA are the Data Controller for the purpose the data is collected.

We take the privacy of your information very seriously and this policy explains how we collect, use and dispose of your information and how we keep it secure.

How and what data is collected

The Wales Safer Communities Network, part of the WLGA, collects data in the following ways:

• Via our ‘Contact us’ form
• When you create a user account
• When you register to attend an event or meeting
• When you subscribe to our newsletter (Briff) and email communications
• When you engage with us by email, social media and virtual meetings.

The personal data processed as part of these services includes:

• Names
• Organisation
• Job Title
• Addresses
• Email Addresses
• Online user details, including information held within website accounts

This information is provided to us directly from individuals.

How your information is used

We will use personal information provided only for purposes consistent with the reason it was provided to WLGA.  All information is retained in line with WLGA’s Data retention policies.

Our legal basis for our use of your personal data will be the following:

GDPR Article 6 (a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.

Where consent has been relied upon, you can withdraw your consent at any time by contacting safercommunities@wlga.gov.uk.

There may be occasions when we are legally obliged to share information with other public sector agencies.  Further details of this will be outlined within the WLGA’s Data Protection Policies.

Please note we may use your data for the following reasons:

• To respond to your request.
• To respond to an organisation application, this will only be provided if you have provided them with consent.

NB: Your data will not be shared with a third-party provider.

To access the WLGA’s full Privacy Policy please click here.

Where is your data held

• Our state-of-the-art data centres are ISO27001 certified and protected by all the latest security features. Private networks and firewalls defend your servers, applications and data, while snapshots, images and clones let you safely test and restore virtual machines at any time.
• These databases are maintained, and your data will be deleted after an 8-year period.
• We are both ISO9001 and ISO27001 certified to ensure our process is secure, robust and delivers client confidence and satisfaction.
• Data is also held on a 3^rd party CRM system called Rubi. Access to this data is secured and only available to authorised Wales Safer Communities Network staff for legitimate business purposes.

Your rights

Wales Safer Communities Network would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

• The right to access – You have the right to request Our Company for copies of your personal data. We may charge you a small fee for this service.
• The right to rectification – You have the right to request that Our Company correct any information you believe is inaccurate. You also have the right to request Our Company to complete the information you believe is incomplete.
• The right to erasure – You have the right to request that Our Company erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that Our Company restrict the processing of your personal data, under certain conditions.
• The right to object to processing – You have the right to object to Our Company’s processing of your personal data, under certain conditions.
• The right to data portability – You have the right to request that Our Company transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: safercommunities@wlga.gov.uk.

Or write to us: Welsh Local Government Association, One Canal Parade, Dumballs Road, Cardiff, CF10 5BF

Use of cookies on the website

If you request a password reset, your IP address will be included in the reset email.

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work efficiently, as well as to provide information to the owners of the site.

We use cookies to help gather anonymous information on how our website is used. This information helps us to improve our website and provide a better service for our visitors.  Additionally, the social media functionality that we use sets cookies.

Further information about cookies is available at Cookies Statement.

Changes to our privacy policy

Our Company keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 10/12/2024.

How to contact us

If you have any questions about WLGA’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: safercommunities@wlga.gov.uk

Or write to us at: Welsh Local Government Association, One Canal Parade, Dumballs Road, Cardiff, CF10 5BF

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that the Team has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office via their website https://ico.org.uk/make-a-complaint/ or by calling 0303 123 1113.