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24th May 2018

Care Forum Wales - updated Privacy Policy

Care Forum Wales is committed to protecting the privacy and security of your personal information.

Care Forum Wales is a not for profit membership organisation where members have agreed and subscribed to be members and as part of their membership contract expect to receive updates from us on matters of interest. In addition, we have added partners to our update mailing list, with their consent. We will continue to provide you with timely updates unless you notify us you no longer wish to receive them by contacting Janet on .

This privacy statement describes how we collect and use personal information about you in accordance with the General Data Protections Regulation (GDPR). This policy is effective from 25 May 2018.

Our Responsibilities and Data Protection Principles

CFW is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We comply with data protection law. This says that the personal information we hold about you must be:

  • Used lawfully fairly and in a transparent way;
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
  • Relevant to the purposes we have told you about and limited only to those purposes;
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely.

The kind of information we hold on you…

Personal data, or personal information, means any information about an individual that

can identify that individual. It does not include data where the identity has been removed

(anonymous data). We do not collect, store and use any “special categories” of more sensitive personal information.

We will collect, store, and use the following categories of personal information about you:

Contact details for each member organisation of CFW;

Financial details of organisations that are members for the purpose of collecting membership fees where we have been given permission to do so;

Photographs and videos from our events;

Other information e.g. membership surveys.


Care Forum Wales also acts as the data controller for the Wales Care Awards for whom we hold contact information about those nominated for awards, those nominating them and sponsors.

Application forms for those nominated may contain personal information. This will be used solely for the purposes of judging the awards.

We will maintain contact details with regard to sponsors and sponsorship for this purpose. 

As a member of Care Forum Wales, there are communications we need to send to you to fulfil our membership responsibilities to you:

  • Updates and news relevant to the care sector;
  • Invitations to relevant events and meetings
  • Opportunities to provide information or views from the care sector


Testimonials, Videos and Photographs

Photographers attending our events typically roam the event venue taking photographs

of members, guests and speakers. If you do not wish to be included in the event gallery of

photographs, please make yourself known to the photographer so they can act accordingly.

However, if we wish to identify you (such as use a caption with the photograph or video), or the photograph or video just contains you or is of a small group of people including you, we will explain why we are using your image, what it is being used for and who might look at the image and ask for your consent beforehand (if you do not wish to consent then we will not include you in the photograph/video). If we use an agency to take the photographs or video footage, we will ensure the agency obtains the correct permissions.


How we use cookies on our website

Cookies are small text files that are placed on your computer's hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use. When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose. If you choose not to use cookies or you prevent their use through your browser settings, you may not be able to use all the functionality of our website.

We use cookies in the following ways:

  • to track how you use our website
  • to record whether you have seen specific messages we display on our website
  • to keep you signed in our site
  • to record your answers to surveys and questionnaires on our site while you complete them

Links to other websites

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.


Our communications to you – giving you options

We normally send our communications to you by email. On all our emails, we will provide links to enable you to view this privacy notice and to let us know if you no longer want to be receive communications from us. You can also contact us by telephone or post (details below).


Data sharing

We only share your personal information on very limited circumstances to enable us to provide you with the necessary service you require. If you are an attendee at one of our events, we may share your personal information with the Speaker(s) and their organisation, so that they are aware of their audience before the event. Otherwise, we will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen. We require any third parties to respect the security of your data, and to treat in accordance with the law. We require them to only use your information in respect of the event they are speaking at, and for no other purposes. They only process your personal information on our instructions and where they have agreed to treat the information confidentially and keep it secure.


Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those agents who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator (i.e. the ICO) of a suspected breach where we are legally required to do so.


Retaining your information

We will retain your personal information for as long as you are a member and in order to send reasonable reminders about renewal of membership. 


Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access

request”). This enables you to receive a copy of the personal information we hold about you

and check that we are lawfully processing it.

  • Request correction or erasure of the personal information that we hold about you.
  • Object to processing of your personal information where we are relying on a legitimate

interest (or those of a third party) and there is something about your particular situation whichmakes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

  • Request the restriction of processing of your personal information. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, please contact us (details below).

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.


If you have any questions about this Notice, please contact us at

Care Forum Wales, Ellice Way, Wrexham LL13 7YW

or telephone: 01978 755400

or email:

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