Skip to main content
    African Community Centre Wales - Working together to break down barriers
    Legal

    Privacy Policy

    How we collect, use, and protect your personal information

    Last updated: 29 January 2025

    1. Data Controller

    African Community Centre Wales is the data controller responsible for your personal data. We are a registered charity in England and Wales (Charity Number: 1124327).

    2. Information We Collect

    We may collect and process the following types of personal data:

    • Newsletter subscriptions: Name, email address, topic preferences, and email frequency preferences
    • Donation information: Name, email, address (for Gift Aid), donation amount, and payment details (processed securely by our payment provider)
    • Volunteer applications: Name, contact details, availability, skills, experience, and areas of interest
    • Contact form submissions: Name, email, phone number, and message content
    • Event bookings: Name, email, phone number, number of attendees, and any accessibility or dietary requirements
    • Website usage: Technical data such as IP address, browser type, and pages visited (collected through cookies)

    3. How We Use Your Information

    We use your personal data for the following purposes:

    • To send you newsletters and updates you have subscribed to
    • To process your donations and issue receipts or thank you letters
    • To respond to your enquiries and provide the services you have requested
    • To manage volunteer applications and coordinate volunteer activities
    • To confirm and manage your event bookings
    • To improve our website and services
    • To comply with legal obligations, including Gift Aid claims to HMRC

    4. Legal Basis for Processing (GDPR)

    We process your personal data on the following legal bases:

    • Consent: For newsletter subscriptions and marketing communications. You can withdraw consent at any time.
    • Contractual necessity: To process donations, event bookings, and volunteer applications.
    • Legitimate interests: To improve our services and communicate with supporters about our charitable activities.
    • Legal obligation: To comply with charity law, tax requirements (Gift Aid), and data protection regulations.

    5. Data Sharing and Third Parties

    We may share your personal data with the following third-party service providers who help us operate our website and services:

    • Supabase: Database hosting and authentication services
    • Resend: Email delivery for newsletters and confirmations
    • Payment providers: For secure processing of donations

    These providers process data on our behalf and are contractually required to protect your information. We do not sell your personal data to third parties.

    6. Cookies and Tracking

    Our website uses cookies to enhance your browsing experience and analyse website traffic. Cookies are small text files stored on your device.

    Types of cookies we use:

    • Essential cookies: Required for the website to function properly (e.g., authentication, form submissions)
    • Analytics cookies: Help us understand how visitors use our website (only with your consent)

    You can manage your cookie preferences at any time by clicking the button below, or through our cookie consent banner. You can also disable cookies in your browser settings, though this may affect website functionality.

    7. Data Retention

    We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

    • Newsletter subscriptions: Until you unsubscribe
    • Donation records: 7 years for Gift Aid and tax purposes
    • Volunteer records: Duration of volunteering plus 2 years
    • Event bookings: 2 years after the event
    • Contact enquiries: 2 years from last contact

    8. Your Rights

    Under the UK General Data Protection Regulation (UK GDPR), you have the following rights:

    • Right to access: Request a copy of the personal data we hold about you
    • Right to rectification: Request correction of inaccurate or incomplete data
    • Right to erasure: Request deletion of your personal data in certain circumstances
    • Right to data portability: Request transfer of your data to another organisation
    • Right to object: Object to processing based on legitimate interests
    • Right to withdraw consent: Withdraw consent for marketing communications at any time

    To exercise any of these rights, please contact us using the details above. We will respond within one month.

    9. Children's Privacy

    Our website is not directed at children under 13. We do not knowingly collect personal data from children under 13 without parental consent. If you believe we have collected data from a child under 13, please contact us immediately.

    10. International Transfers

    Some of our third-party service providers may process data outside the UK or European Economic Area. In such cases, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office (ICO).

    11. Security

    We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or damage. This includes encryption, secure servers, and access controls.

    12. Changes to This Policy

    We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

    13. Contact and Complaints

    If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

    If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):