Our privacy notice

Our privacy notice

Fair Trade Wales is a company limited by guarantee with not for profit status. We are the national organisation for Fair Trade education, policy, procurement, support and campaigning in Wales, the world’s first Fair Trade Nation. We are part of the Hub Cymru Africa partnership. This privacy notice explains where we collect your personal information, how we use it and where we keep it.
Please read our privacy notice carefully. If you have any questions, please get in touch by email at info@fairtradewales.org.uk or post at Fair Trade Wales, Temple of Peace, Cathays Park, Cardiff, CF10 3AP.

Where we collect personal information

We collect information about you when you register with us either for an event or for our enewsletters. We also collect information when you voluntarily fill in resources request or other forms, provide feedback or comments and participate in competitions. Website usage information is collected using cookies.
We may also collect your personal information in the following ways;

  • in person
  • through the post
  • on our website
  • by email
  • by telephone
  • through social media
  • signing up to our newsletters
  • filling out forms, such as to request resources or apply for funding
  • providing us with feedback, for example after an event
  • applying for a job or volunteering with us
  • donating to us

When you give it to us indirectly

With your consent, your information might be shared with us through independent third party interactions. For example, with other Fair Trade Organisations, your local Fair Trade group or other campaigning organisations we work with. This will only happen if you consent. You can remove your consent at any time.

How we use, and where we store the information about you

We may use your information to keep a record of your relationship with us and for administrative purposes (such as knowing how you want to be contacted and reporting). We also use your personal information to advise you on updates and changes to our services or policies. We may share information you provide to us when required to do so by law.

We use and analyse generalised data to improve the services we provide, and, where appropriate, for reporting to funders. Other ways we use your information differs according to how and why you have provided us with your details. Please see below for what we use information for in each category

Correspondence

If you get in touch with us, in person, through the post, on our website, by email, by telephone or directly through social media we will collect come personal information such as your name and contact information to provide the support or service you have requested. For example to look into, and respond to enquiries you make or advice requests.

We retain written correspondence for our records. Email correspondence is stored in our email system, social media correspondence in the appropriate system and correspondence by post is kept in our office.

If you are corresponding with us as a representative of a Fair Trade community, further details of your correspondence may be stored and processed in our Fair Trade community databases. Please refer to our Fair Trade community contacts section in this privacy notice for more information.

Enewsletter

When you sign up for our enewsletter service we collect information about you. This information is only used for this service. The enewsletter contains information about our work, our partnerships work, and information about Fair Trade. You may unsubscribe from our newsletters at any time within the newsletter itself. Newsletters will often contain links to our website, other websites or forms and surveys relating to Fair Trade. This may lead to you to providing more of your information for other categories in this list.

We keep your information in our third party enewsletter provider, currently Campaign Monitor. The enewsletter service tracks your interactions with the newsletters such as opens and clicks.

Forms- including resource requests

We often have forms on our website which collect information from you for various reasons. For example, you might want us to post you some Fair Trade resources, or you might apply for funding for a Fair Trade activity. Information collected on these forms is only used for the purpose described on the form, for example to post you the resources you request, or to process a funding request and pay you if you are successful.

These forms are generated using third party systems, currently google and surveymonkey, which retain the data for us. Data from forms is stored in these systems, and we may use generalised data from this. For example, to demonstrate how many people requested resources from us.

If a form asks if you want to sign up to our enewsletter service and you choose to tick yes, your data from the form will be used to sign you up for that service (see details above).

Events

If we host events for which registration is needed, we will collect your data to contact you about the event, to administer the event, and to meet any requirements you may have in relation to an event (for example, dietary or accessibility requirements).

This information could be gathered via email or a third party provider such as google forms or Eventbrite. We will only use your data in relation to the specified event. We may use generalised data such as showing how many people came to an event, and the breakdown of attendees by gender.

We also host events in partnership with Hub Cymru Africa. If their registration system is being used then their privacy policy applies.

Website usage

When you visit our website, we gather general information about how you use it, as well as information about the type of device you are using to access them (e.g. phone, tablet, PC). This data helps us to create a better online experience for you; for example, make it easier for you to find what you’re looking for or fix elements that make the website difficult to use.

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to understand how you interact with our website, help us improve how it works and to compile reports on website activity.

You can set your browser not to accept cookies, however in a few cases some of our website features may not function as a result.

Our website contains links to other websites. When you link to other websites you should read their own privacy policies.

Social media

There are two main ways you might interact with us on social media. If you interact with us through direct messaging, we consider this as correspondence (please see the correspondence section above).

The other way of interacting is with our profiles and pages, for example by following, liking, or sharing something we have posted. We do not store your social media information outside of each application (Facebook, Twitter, Instagram etc) unless you are a Fair Trade community contact and have consented to that information being stored on our databases.

Applying for a job or volunteering with us

When you apply for a job, internship or to volunteer with us, we collect your personal information for administering applications. Applications are stored on our system, currently Google Drive. Successful applications are retained, and non-successful applications are deleted after a reasonable time.

Donating to us

If you donate money to us, your details will be collected only to process the donation and to thank you and inform you when we have completed the process. Details of your donation as a financial record will be kept for legal purposes.

Fair Trade community contacts

We have several databases of Fair Trade community contacts, whether this is for Fair Trade groups, businesses, schools, universities, province champions and so on. This information is provided to us by groups themselves, shared by third parties with consent or gathered from publicly available information.

These databases are used throughout the course of our work as part of our legitimate business interests, to correspond with, send information to, and help support, network and monitor the Fair Trade movement in Wales. Currently the system we use to store this information is Google Drive.

If you are a community contact and have given your consent, certain personal information, such as your name and contact details, will be made available publicly on our website in connection with your group, for other individuals or organisations to get in touch with you. You can change your consent or the groups key contact at any time, by email (info@fairtradewales.org.uk) or by post to: Fair Trade Wales, Temple of Peace, Cathays Park, Cardiff, CF10 3AP.

Third party organisations

We use several third party services in the course of our work to collect or process data on our behalf, most of which are named in the above sections of the privacy notice, including Google, Campaign Monitor and Eventbrite. Information provided by you may be held and processed by us in one of these third party systems.

How long do we keep your information?

How long we keep your information varies according to how we categorise it. As we hold much information about the setting up of the Fair Trade movement in Wales, and the successful campaign to become the World’s First Fair Trade Nation, we keep information that may be relevant to this for archive and heritage purposes.

We are currently reviewing our systems on deletion of other personal data and will update this privacy notice in due course.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information that we hold about you. You can also ask us to limit what we do with your information.

If you would like a copy of some or all of your personal information, please email us (info@fairtradewales.org.uk) or write to us at the following address: Fair Trade Wales, Temple of Peace, Cathays Park, Cardiff, CF10 3AP.

Changes to our privacy policy

We may update this notice from time to time and we will place any updates on this web page. This privacy policy was last updated on 17/05/2018.

Complaints

If you have a complaint about how we are gathering or using data, we would ask for you to get in touch with us so that we can respond to your complaint.

You also have the right to raise a concern or complaint with the Information Commissioners Office (ICO). For more information see: ico.org.uk/concerns

How to contact us

Please contact Aileen Burmeister, National Coordinator if you have any questions about our privacy policy or information we hold about you:

  • by email: info@fairtradewales.org.uk
  • Or write to us at: Aileen Burmeister, Fair Trade Wales, Temple of Peace, Cathays Park, Cardiff, CF10 3AP

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