Privacy notice
Our responsibility to protect your data
The Roots Foundation Wales is committed to protecting your personal information.
We will always 1) keep your information safe, 2) only keep it for as long as it is needed and, 3) only use it for the purposes we collect it, 4) process all personal information lawfully and be fair and transparent in how we do this.
Our Privacy Policy tells you how The Roots Foundation Wales as a ‘data controller’ collects and stores your information, why we need it and what we do with it.
We will never sell or share your information with marketing companies.
Who we are
The Roots Foundation Wales is a Swansea-based charity offering support, activities and facilities to care experienced children, young people and their carers in the local area.
The Roots Foundation Wales is a charitable incorporated organisation (1174107).
Our registered address is The Hut, Llwyn Deri Villas, Ravenhill, Swansea SA5 5AW
Tel: 01792 584254
Email: Office@Roots.wales
What information do we need?
We will never collect more information than needed for the purpose you have provided it.
We will normally only collect basic personal information which may include your name, address, phone number and email address, organisation or area of work. This information ensures that we can fulfil our role as a charitable organisation by keeping you informed about our work.
Occasionally we may state that general photographs will be taken at an event or we may ask for written permission to take or use specific photographs of you or your children to promote our work or initiatives.
How do we process your personal information?
We may process your personal information because we have a legal obligation to do so, because it is necessary for the performance of a contract, because you have consented to it, or because we have a legitimate interest to do so that does not harm any of your rights.
When you or the child in your care attends an event or activity, we will process your personal information to:
- Provide you with confirmation of your booking, event details and access arrangements.
- Provide you with information about future events. We aim to ensure that the information we send to you is of interest and relevant to you or the child in your care. We will only send you information on future events if you give consent to receive it.
- Promote our events using photographs. At our events photographs may be taken. These photos will only be used to report on and share previous events and to promote similar future events. This processing is in our legitimate interests to share information about events and promote future events.
When you donate to, work with or support The Roots Foundation Wales, we will process your personal information to:
- Send you a bi-annual newsletter to inform you about how your support has impacted our work. It is in our legitimate interests to evidence the benefit that your support to us has achieved and to express gratitude to our supporters.
- You can withdraw your consent at any time by clicking on the ‘unsubscribe’ link at the bottom of the email or by contacting us.
What do we do with your information?
Your information is processed at The Roots Foundation Wales office in Swansea and held on a secure server.
- Microsoft: We use cloud computing software to do our work, provided by Microsoft. The information is processed in the UK. You can click here to see at which information centres.
- Mailchimp: We use Mailchimp to send you our e-newsletter. Mailchimp is headquartered in the US, and is certified under the EU-US Privacy shield, which is designed to protect your information if you live in the EU and your information is sent to the US. You can read Mailchimp’s privacy policy here. Information on the EU-US Privacy Shield can be found on the European Commission’s website.
What type of information do we send out?
The Roots Foundation Wales offers a wide variety of services, and we may provide you with information on:
- Events and activities for care experienced children, young people and carers
- Networks
- Projects
- Funding received
- Opportunities to support The Roots Foundation Wales.
How long do we keep your information?
We will never retain your information for longer than is necessary for the purpose it has been provided. If you have consented to receive information regarding our activities through email or subscription, we will keep that information until you tell us that you no longer want to receive it. Every email contains an ‘unsubscribe’ link.
Will we share your information with anyone else?
The Roots Foundation Wales will not share your information with third parties unless we are legally required to do so or receive your consent to do so either at the point of collection or subsequently. The Roots Foundation Wales will never sell or share your information with external marketing companies.
Children
- The Roots Foundation Wales occasionally takes still images, film/audio recordings of children to promote our facility, activities and services in formats including The Roots Foundation Wales websites, print, digital and social media.
- Any personal information given to provide consent to use any still images or filming will be stored securely and only used for the purpose of providing permission.
- You can ask The Roots Foundation Wales to stop using your child’s still images and film recordings at any time. As a result, they will not be used on websites or in future publications but may continue to appear in publications already in circulation.
Websites
Your visit to our website will remain anonymous as none of the information collected is linked to any personal information. If you provide personal information through an online form or enquiry, we will only process this for the purpose that you provided it.
The website information collected is only used to assess popular pages and downloads. This helps us to continually improve our website and your experience.
Our website may contain links to other websites that we do not control. We cannot be responsible for the privacy practices of any websites not under our control and we do not endorse any of these websites, their services or products described or offered on such sites. We advise you to read the Privacy Policies of these websites before you use them.
Cookies
By using our website, you consent to our use of cookies. Cookies are small text files that are put on your device when you visit and use a website, for instance when you use the shopping basket or indicate your choice of language. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org
Our website uses Google Analytics to review our site functionality and these cookies are used to collect anonymous information about how visitors use our website, including the number of visitors to the website, where visitors have come from and the pages they visit. We use the information to compile reports and to help us improve the website. Google Analytics does not store any personal information about any website users.
Social media
The Roots Foundation Wales does not collect, store or match handles to personal information unless you have given your consent. For example, you may have opted to receive information via social media, included a twitter handle with your personal details or chosen to follow us.
Any social media posts or comments you send to us may be shared or re-shared publicly (e.g. via Facebook/Twitter/Instagram).
The Roots Foundation Wales is not responsible for the privacy policies of these platforms and advises that you read the Privacy Policies of social media platforms before using them:
- Twitter Privacy Policy
- Facebook Privacy Policy
Donations
If you make a financial donation to The Roots Foundation Wales, we will only process your personal information to administer your donation and to inform you of how your donation has benefitted Roots. We will never share or sell your personal or donation information.
What are your rights?
Under the data protection law you have a number of different rights relating to our use of your personal information and we have set out below a brief summary of these below – for a full explanation of these rights visit the Information Commissioner’s Office (ICO) website.
- Your right to access
- Your right to have personal information rectified
- Your right to be forgotten
- Your right to information portability
- Your right to object
- Your right to restrict processing
- Your right to withdraw consent.
To withdraw consent please ‘unsubscribe’ to the marketing email that you no longer wish to receive by clicking on the link at the bottom of the email. Alternatively, email, phone or post your withdrawal of consent to:
The Roots Foundation Wales, The Hut, Llwyn Deri Hall, 46 Ravenhill Rd, Ravenhill, Swansea SA5 5AW
Tel: 01792 584254
Email: Office@Roots.wales
General points about your rights
You can make a request to us to exercise any of the rights summarised above. The Roots Foundation Wales will respond to your request within one month. The Roots Foundation Wales may have the right to refuse to comply with your request and if this is the case we will contact you within one month to explain our reasons.
This Privacy Notice was last reviewed on 10 January 2024.