Mind in Gwent Privacy Policy

Effective date: 29/7/25

At Mind in Gwent, we take your privacy seriously. We are committed to protecting and respecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with us, whether as a supporter, service user, volunteer, donor, or partner.

Please read this Policy carefully to understand how we handle your information. By engaging with Mind in Gwent, you agree to the terms of this Policy.

Who We Are

Mind in Gwent is a registered charity dedicated to supporting mental health in our community. We act as a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This means we decide how your personal data is used and are responsible for ensuring it is handled lawfully and securely.

Contact details:
 Mind in Gwent
 100–101 Commercial Street
 Newport NP20 1LU
 Phone: 01633 258741
 Email: [email protected]

How We Collect Your Information

We collect personal information about you in various ways, including:

  • When you contact us directly via phone, email, post, social media, or in person.
  • When you register for our events, training, or services.
  • When you donate or fundraise for us, either directly or through third-party platforms (e.g., Raisely).
  • When you apply to volunteer or for employment with us.
  • Through your use of our website and related digital services, including via cookies and Google Analytics.
  • From publicly available sources or third-party data providers, to better tailor our communications.

What Information We Collect and How We Use It

Personal Information

This includes your name, contact details (email, postal address, phone number), payment details, date of birth, and any other information you provide when interacting with Mind in Gwent.

We use this information to:

  • Process donations and purchases securely, including Gift Aid claims.
  • Deliver services, training, and events you register for.
  • Communicate important updates related to your interaction with us.
  • Manage volunteering and employment arrangements.
  • Comply with legal and regulatory obligations.
  • Understand our supporters better to tailor communications and fundraising efforts.

Sensitive Personal Data

Sometimes you may share sensitive information such as details about your health, ethnicity, or personal experiences. We handle this data with enhanced security and confidentiality, only using it with your explicit consent or when necessary to provide our services.

You can choose to remain anonymous or restrict how your sensitive information is shared.

Profiling and Research

We may analyse your data or combine it with public information to improve our services, fundraising, and communications. You have the right to opt out of this profiling at any time (see Your Rights below).

Legal Basis for Processing Your Data

We process your personal data based on one or more of the following legal grounds:

  • Your consent (e.g., for marketing communications).
  • Performance of a contract with you (e.g., event registration).
  • Compliance with legal obligations (e.g., Gift Aid).
  • Legitimate interests pursued by Mind in Gwent, such as improving our services, fundraising, and protecting our charity’s operations—balanced against your rights and freedoms.

Marketing Communications

We will only send you marketing messages by email, phone, or SMS if you have given consent. We may send postal marketing materials unless you have opted out.

You can unsubscribe or update your preferences at any time by contacting us at [email protected] or using the unsubscribe link in our emails.

Sharing Your Data

Mind in Gwent will never sell your personal data. We may share your information with trusted third-party service providers who help us operate, such as payment processors, mailing houses, and IT support, but only under strict confidentiality agreements.

We may disclose personal data where required by law or to protect individuals’ safety, for example in cases of serious harm or abuse.

Keeping Your Data Safe

We implement appropriate technical and organisational measures to protect your data against loss, theft, misuse, or unauthorised access, both online and offline.

While we strive to protect data transmitted via the internet, we cannot guarantee 100% security.

Payments are processed through secure third parties like Stripe, PayPal, and Raisely, all compliant with industry standards.

How Long We Keep Your Data

We retain your personal information only as long as necessary for the purposes set out in this Policy or as required by law (e.g., Gift Aid documentation retention).

Your Rights Under Data Protection Law

You have the right to:

  • Access your personal data and receive a copy.
  • Request correction of inaccurate or incomplete data.
  • Request deletion of your data in certain circumstances.
  • Object to or restrict processing based on legitimate interests.
  • Withdraw consent where processing is based on consent.
  • Receive your data in a portable format where automated processing applies.
  • Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been violated.

To exercise your rights, contact us at [email protected] or by post at the address above.

Cookies

Our website uses cookies and Google Analytics to enhance your experience. Cookies are small text files that store information on your device but do not personally identify you.

You can manage or disable cookies through your browser settings. For more information, please see our Cookies Policy [link to cookie policy].

 

Monitoring Communications

To maintain service quality, your communications with Mind in Gwent (via phone or email) may be monitored or recorded for training and quality assurance purposes.

Changes to This Policy

We may update this Privacy Policy occasionally. We will notify you of significant changes via our website or direct communication.

If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact us at [email protected].