Privacy and Cookies Policy

We want everyone who supports us, or who comes to us for support, to feel confident and comfortable with how any personal information you share with us will be looked after. This Privacy Policy sets out how we collect, use and store your personal information (this means any information that identifies or could identify you).

The Swansea Mind Privacy Policy may change so please remember to check back from time to time, this is version 2 and was last updated on 17th July 2023. Where we have made any changes to this Privacy Policy, we will make this clear on our website or contact you about any changes.

We are committed to treating you with respect and openness

Who are we?

Swansea Mind are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.

We are a “data controller” for the purposes of the Data Protection Act 2018 and the EU General Data Protection Regulation 2016 (“Data Protection Law”). This means that we are responsible for the processing of your personal information.

For further information about our privacy practices, please contact us by:

Writing to Swansea Mind, 66 St Helen’s Road, Swansea. SA14BE
Calling us on 01792 642999
Emailing to admin@swanseamind.org.uk

How we collect information about you

Everything we do, we do to ensure that we can help people experiencing a mental health problem get both support and respect. We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post or phone calls. We want to make sure you receive the best attention when you book on an event, become a member or make a donation.

We collect information from you in the following ways:

When you interact with us directly: This could be if you ask us about our activities, register with us for an event, make a donation to us, ask a question about mental health, purchase something, complete a survey providing feedback on our services, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, get in touch through the post, or in person.

When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with.

When you visit our website: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Cookies’.

We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.

From other information that is available to the public: In order to tailor our communications with you to your background and interests we may collect information about you from publicly available sources or through third party subscription services or service providers (we have provided further details about this below – see ‘Profiling: Making our work unique to you’).

Information we collect and why we use it

Personal Information: Personal information we collect includes details such as your name, date of birth, email address, postal address, telephone number and credit/debit card details (if you are making a purchase or donation), as well as information you provide in any communications between us. You will have given us this information whilst making a donation, registering for an event or any of the other ways to interact with us.

We will mainly use this information:

To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
To provide the services or goods that you have requested.
To update you with important administrative messages about your donation, an event or services or goods you have requested.
To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
To keep a record of your relationship with us.
Where you volunteer with us, to administer the volunteering arrangement.

If you do not provide this information, we will not be able to process your donation, sign you up for a particular event or provide goods and services you have requested.

We may also use your personal information:

To contact you about our work and how you can support Mind (see section 8 on ‘Marketing’ below for further information).
To invite you to participate in surveys or research.

Sensitive Personal Information: If you share your personal experience or the experiences of a friend or relative, we may also collect this health information. If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy.

You can of course decide if you want to remain anonymous, if you are happy to share your personal details with staff members or if you would like us to share your story with the media or other parties as part of our work telling people’s personal stories about mental health (for example, on our Social Media).

A special note about the Sensitive Personal Information we hold

Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.

If you contact us at Swansea Mind through communications with us such as emails, you may choose to provide details of a sensitive nature.

We will only use this information:

For the purposes of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide.
We will not pass on your details to anyone else without your explicit consent except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.
Where you have given us your explicit consent or otherwise clearly indicated to us that you are happy for us to share your story, then we may publish it on our social media.

Information about Children and Young People

We sometimes receive limited data about children if they decide to fundraise for us, and we will collect data about children for events we organise specifically for young people or where they agree to volunteer for us. Wherever possible, we will ask for consent from parents to collect information about children and young people under the age of 16.

Profiling: making our work more unique to you

We want to improve how we talk to you and the information we provide through our website, services, products and information. To do this we sometimes use profiling and screening methods so that we can better understand our supporters, your preferences and needs to provide a better experience for you.

We may carry out targeted fundraising activities using profiling techniques based on the information that we hold about you. We may also work with third party organisations who provide additional insight, this may include providing wealth screening information or general information about you that is publicly available.

This information can be appended to the information that you have provided which allows us to use our resources more effectively by better understanding the background of our supporters and making appropriate requests based on what may interest them and their capacity to give.

You can of course opt out of this activity at any time. To do this, email ‘admin@swanseamind.org.uk’’ with the subject line ‘Please stop analysis of my data’ or by contacting us at Swansea Mind, 66 St Helen’s Road, Swansea SA1 4BE, or by phone on 01792 642999.

Legal basis for using your information

In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you

However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for Swansea Mind to process your information to help us to achieve our vision of ensuring that everyone experiencing a Mental Health problem gets both support and respect.

Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.

Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.

Cookies

When you first visit our website, we will ask for consent to set any cookies (and to process any personal data collected by these cookies) which are not strictly necessary to make our pages work: you will be able to set your preferences at this stage. Where cookies are strictly necessary, we consider that we have a legitimate interest in processing the personal data they collect.

You can always withdraw your consent by clearing cookies from the cache in your computer and rejecting them next time you visit our site.

We may also use similar technologies to identify when our emails are opened. This allows us to identify whether our marketing campaigns are effective and we consider that we have a legitimate interest in doing so.

For more information about our use of cookies and tags, different types of cookies, the information they collect and further information about how you can control the types of cookies that are placed on your browser, please see How we use Cookies.

Marketing

We will only contact you about our work and how you can support Swansea Mind by phone, email or text message, if you have agreed for us to contact you in this manner.

If you agree for us to contact you through one of these channels we will send you information about our work and how you can help us to make sure that everyone experiencing a mental health problem receives both support and respect. As well as sharing our latest news, we will contact you about events and fundraising for Swansea Mind, our campaigns and the many ways you can shape our work – or you can choose just the areas that mean the most to you by ticking the boxes when you provide us with your information.

However, if you have provided us with your postal address we may send you information about our work and how you can support Swansea Mind by mail unless you have told us that you would prefer not to hear from us in that way.

You can update your choices or stop us sending you these communications at any time by contacting ‘admin@swanseamind.org.uk’. Please note that when you update your communication preferences it can take up to 28 days to take effect across all of our systems.

Sharing your information

The personal information we collect about you will mainly be used by our staff (and volunteers) at Swansea Mind so that they can support you.

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.

Swansea Mind may however share your information with our trusted partners and suppliers who work with us or on our behalf to deliver our services, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. An example of where we may share your information is with our partners who help us to manage our social media accounts.

We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information.

Legal disclosure

We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our conditions of sale and other agreements.

Keeping your information safe

We take looking after your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.

Unfortunately the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.

Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

How long we hold your information for

We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid).

Your rights

You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting us at Swansea Mind, 66 St Helen’s Road, Swansea SA1 4BE, by email at admin@swanseamind.org.uk and by phone on 01792 642999 . You can also make a complaint to to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/

Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.
Right to object: You can object to our 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 which makes 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. Please contact us as noted above, providing details of your objection.
Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, or you have withdrawn consent, or where we have no lawful basis for keeping it.
Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.

Please note, some of these rights only apply in certain circumstances, where one of your rights does not apply, we will communicate the reason to you.

Monitoring

Your communications with us (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.

To find out more about this policy and how we look after your personal information, contact us at admin@swanseamind.org.uk or on 01792 642999.

How we use Cookies

We use cookies and similar technologies (also known as tags/pixels/beacons/floodlights) on our websites to personalise content and digital advertising, provide social media features and analyse traffic. This policy refers to both ‘cookies’ and ‘similar technologies’ as cookies.

You can accept all the cookies that we use by clicking on the ‘Accept Cookies’ button displayed on our cookie banner. If you’d rather decide what cookies are set, you can choose your preferences by clicking on ‘Cookie Settings’. You can opt out of all our cookies (except the strictly necessary ones). Find out how to control and delete cookies in your browser. But, if you choose to refuse all cookies, our website may not function for you as we would like it to.

What are cookies?

Cookies are small text files placed on your computer, phone or other device by websites you visit.

They do not store or collect information about you such as your name but will instead collect information related to, for example, the devices you use to access the internet, your browser and your browsing history. Cookies are widely used to make websites work more efficiently for visitors, and to provide information to the owners of the site.

What are tags?

We use tags to transfer data collected from visitors to our websites to external sources like Facebook. We use them to track:

your interactions with our websites and digital adverts (for example, when you’ve downloaded content, clicked on an advert or viewed a video)
what pages you visit on our sites, how long you spent on those pages, how you got there and when you left them. This information can also be used to monitor digital advertising performance.

If you haven’t given permission for us to set cookies through the cookies banner that would have popped up when you first visited this site, your visit (and how you got here) won’t be tracked by us. However, if you visit this site using a different device and/browser in the future, you will need to provide us with your cookie preferences again.

How do we use cookies on our websites?

We use cookies on the websites to:

facilitate users’ ability to navigate through the website.
ascertain whether the website is operating effectively.
compile statistics on how our website is being used, which can help us to improve our website and online services.
personalise and improve the service we offer you by understanding your preferences and establishing which areas of the website are most relevant to you.

We also use cookies to make sure we keep your information confidential and secure as you move through secure or password protected areas of our websites.

Some of the cookies that we use are ‘Session Cookies’ which are deleted when you close your browser. Others remain on your browser or device until they expire or you delete them from your browser history – these are known as ‘Persistent Cookies’.

All cookies have an ‘owner’ which can be identified by looking at the domain (i.e. the company or website name in the cookie). Cookies can either be first-party (i.e. they’re owned by the website who set them) or third-party (i.e. they’re not owned by the website who set them). We use both first-party and third-party cookies on our websites.

Categories of cookies used by Swansea Mind

Below is a list of the main cookies we use on this website. The categories we have used are based on the International Chamber of Commerce’s Guide for Cookie categorisation. If you would like more information, you can email us

A cookie is a small piece of data (text file) that a website – when visited by a user – asks your browser to store on your device in order to remember information about you, such as your language preference or login information. Those cookies are set by us and called first-party cookies. We also use third-party cookies – which are cookies from a domain different than the domain of the website you are visiting – for our advertising and marketing efforts. More specifically, we use cookies and other tracking technologies for the following purposes:

Strictly Necessary Cookies

These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies, services you have asked for, like shopping baskets or e-billing, cannot be provided.

‘Strictly Necessary’ cookies stored when a user visits this website:

Cookie Name	Description	Placed by
rc::f	Used to track and analyse user behaviour to distinguish humans from bots or automated software.	Google	Strictly Necessary
_grecaptcha	Stores a value used to verify that the user is not a bot. Spam Protection.	Google	Strictly Necessary
_GRECAPTCHA	Stores a value used to verify that the user is not a bot.Spam Protection.	Google	Strictly Necessary

Performance Cookies

These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.

‘Performance’ cookies stored when a user visits this website:

rc::a	Used to track and analyse user behaviour to distinguish humans from bots or automated software.	Google	Analytics and customization
_gat#	Enables Google Analytics to regulate the rate of requesting. It is a HTTP cookie type that lasts for a session.	Google	Analytics and customization
_gid	To store and count pageviews. It is a HTTP cookie type and expires after a browsing session.	Google	Analytics and customization
_ga	Records a particular ID used to come up with data about website usage by the user	Google	Analytics and customization
_ga_#	Used to distinguish individual users by means of designation of a randomly generated number as client identifier, which allows calculation of visits and sessions	Google	Analytics and customization

Functionality Cookies

These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. For instance, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.

‘Functionality’ cookies stored when a user visits this website:

priority

Stores user experience details such as accessibility information

Session

Targeting or Advertising Cookies

These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers.

No ‘targeting or advertising’ cookies will be stored by us when a user visits this website.

How can I prevent cookies from being stored?

If you wish, you can set up your web browser (e.g. Internet Explorer, Mozilla Firefox, Google Chrome etc) to prevent cookies from being stored when you visit a website. Depending on the browser you are using, you can choose just to prevent specific websites from setting cookies (e.g www.swanseamind.org.uk), or alternatively prevent all websites from storing cookies. You may also be able to control the types of cookies that can be stored, and delete any existing cookies that have been stored already. Please be aware that if you choose to do this, some functionality on this website may not work as expected.

Below are some links to pages containing information about how to manage cookies using your web browser:

In addition, if you wish to opt out of statistics being collected by Google Analytics, you can download a plugin provided by Google. To opt out of cookies being set by any third parties for online behavioural advertising, please visit: Your Online Choices (UK)

Please note that we do not have control over any cookies set by third party services. Therefore the cookies stored by these services may vary from those shown above, and may change over time. If you would like to find out more about cookies set by these services and how to manage them, you are encouraged to view the privacy policies for these services.

Further Sources of Information

If you would like further information about cookies, please see the sources of information below: