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TVA Privacy Statement

Privacy NoticeWho we areWho this notice applies toInformation we collectSpecial-category and sensitive informationChildren and young peopleHow we collect informationWhy we use personal informationOur lawful basesWho we share information withThird Sector Support Wales systemsHow long we keep informationHow we protect informationInternational transfersMarketing communicationsWebsite cookies and analyticsAutomated decision-makingYour rightsContacting us about your informationComplaints to the Information CommissionerChanges to this notice

Privacy Notice

Last updated: 28 July 2026

Next review: July 2028

Torfaen Voluntary Alliance (TVA) respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains what information we collect, why we use it, who we may share it with and the rights you have in relation to your information.

Who we are

Torfaen Voluntary Alliance is the County Voluntary Council for Torfaen.

TVA is a registered charity and charitable company:

  • Registered charity number: 1097079
  • Company number: 04603713
  • Registered office: Portland Buildings, Commercial Street, Pontypool, Torfaen, NP4 6JS
  • Telephone: 01495 365610
  • Email: info@tvawales.org.uk

TVA is normally the data controller for the personal information it collects and determines how and why that information will be used.

For personal information held within specified Third Sector Support Wales databases and services, TVA, the Wales Council for Voluntary Action and participating County Voluntary Councils act as joint data controllers in accordance with the agreed Third Sector Support Wales arrangements.

Who this notice applies to

This notice applies to personal information we hold about people who:

  • Contact TVA or use our services.
  • Volunteer or enquire about volunteering.
  • Represent a member organisation, community group or partner.
  • Attend our meetings, events or training.
  • Respond to consultations, surveys or questionnaires.
  • Apply for funding or receive support from a TVA programme.
  • Subscribe to our newsletters or other communications.
  • Visit or interact with our website or social media.
  • Make a complaint or provide feedback.
  • Apply for employment, volunteering or trustee opportunities.
  • Work for or support TVA, including employees, volunteers and trustees.

Additional privacy information may be provided where a particular service or activity involves the collection of information for a specific purpose.

Information we collect

Depending on how you engage with TVA, we may collect:

  • Your name, address and contact details.
  • Your job title and the organisation you represent.
  • Details of your enquiries, support needs and interactions with TVA.
  • Membership, volunteering, training and event information.
  • Information provided through applications, surveys, feedback or consultations.
  • Communication preferences.
  • Photographs, video recordings or case-study information where appropriate.
  • Payment or transaction information where a charge or reimbursement is involved.
  • Technical information about your use of our website, including your IP address, device information and cookie preferences.
  • Information received from organisations referring you to TVA or working with us to provide support.

We will only collect personal information that is relevant and reasonably necessary for the purpose for which it is required.

Special-category and sensitive information

In some circumstances, we may need to collect information about health, disability, ethnicity or other protected characteristics. We may also receive safeguarding or criminal-offence information.

We will only collect and use this information where it is necessary and where we have an appropriate legal basis and additional condition under data-protection law. Access will be restricted to those who genuinely need the information.

Equality information collected for monitoring purposes will, wherever possible, be separated from information used to make decisions about individuals.

Children and young people

Where TVA works with or collects information about children and young people, we will use clear and age-appropriate information and apply additional safeguards.

Where necessary, we will obtain consent from a parent or person with parental responsibility. However, safeguarding information may be used or shared without consent where this is necessary to protect a child or another person from harm.

How we collect information

We may collect personal information:

  • Directly from you, including in person, by telephone, by email, through forms or through our website.
  • Through registrations for events, training, membership or volunteering.
  • From partner organisations, referral agencies or statutory bodies.
  • From publicly available sources where this is appropriate.
  • Through shared Third Sector Support Wales systems.
  • Automatically through cookies and similar website technologies.

Where we receive information from another source, we will tell you where it came from when required and where it is reasonable to do so.

Why we use personal information

We may use personal information to:

  • Respond to enquiries and provide advice, information or support.
  • Support voluntary and community organisations.
  • Manage memberships and relationships with partners.
  • Promote and facilitate volunteering opportunities.
  • Deliver projects, programmes, training and events.
  • Manage bookings and communicate with participants.
  • Consult with communities and represent the voluntary sector.
  • Monitor, evaluate and report on our work.
  • Administer grants, payments and contracts.
  • Send newsletters and information where you have requested them or where we have another lawful basis to do so.
  • Recruit and manage employees, volunteers and trustees.
  • Meet safeguarding, health and safety, financial and other legal obligations.
  • Investigate complaints, concerns or incidents.
  • Maintain the security and effective operation of our website, systems and premises.
  • Improve our services and understand how they are used.

We may produce anonymised or aggregated reports for funders, partners, regulators or the public. These reports will not identify individuals unless there is a lawful reason to do so and the person concerned has been appropriately informed.

Our lawful bases

We will only use personal information where data-protection law allows us to do so. Depending on the activity, we may rely on:

  • Consent – where you have made a clear choice, such as subscribing to certain communications or agreeing to the use of an identifiable case study.
  • Contract – where the information is necessary to enter into or fulfil an agreement with you.
  • Legal obligation – where TVA must process information to comply with the law.
  • Legitimate interests – where using the information is reasonably necessary for TVA’s work and those interests are not overridden by your rights.
  • Vital interests – where using or sharing information is necessary to protect someone’s life.
  • Public task – where applicable to work TVA undertakes in the public interest under an appropriate legal basis.

Where we rely on consent, you can withdraw it at any time. This will not affect any use of your information that took place before consent was withdrawn.

Who we share information with

Where necessary and lawful, we may share information with:

  • Wales Council for Voluntary Action and other members of Third Sector Support Wales.
  • Funders, commissioners and delivery partners.
  • Voluntary, community and public-sector organisations involved in providing support.
  • IT, website, communications, payroll and other service providers acting on our behalf.
  • Professional advisers, auditors and insurers.
  • Evaluators and researchers working under appropriate confidentiality arrangements.
  • Regulatory, law-enforcement or statutory bodies where required by law.
  • Safeguarding authorities or emergency services where someone may be at risk.

We will not sell personal information or share it with another organisation for that organisation’s marketing purposes.

Where an external organisation processes information on our behalf, appropriate contractual and security arrangements will be used.

Approved digital partners and service integrations where this is necessary to deliver TSSW services or improve access to volunteering, funding or support opportunities, subject to appropriate data-sharing and security arrangements.

Third Sector Support Wales systems

TVA is a member of Third Sector Support Wales (TSSW), a collaboration between the Wales Council for Voluntary Action and the County Voluntary Councils in Wales.

Personal information may be held within shared TSSW databases and services, including the Client Relationship Management system, Volunteering Wales, Funding Wales, infoengine and the Knowledge Hub. The participating TSSW members act as joint data controllers for personal information held within these systems under agreed joint-controller arrangements.

Further information about the information collected, the purposes for which it is used and the responsibilities of TSSW members is available in the Third Sector Support Wales Privacy Notice.

If your information was entered into a shared system through your contact with TVA, you may contact TVA in the first instance. You may also contact WCVA’s Data Protection Officer at dpo@wcva.cymru.

Reports produced from shared TSSW systems for funders, regulators or public bodies will normally use aggregated information that does not identify individuals.

How long we keep information

We keep personal information only for as long as it is needed for the purpose for which it was collected and to meet any legal, contractual, financial, safeguarding or regulatory requirements.

Retention periods vary depending on the type of information and the activity involved. When deciding how long to retain information, we consider:

  • The purpose for which it is held.
  • Legal, regulatory and funding requirements.
  • The nature and sensitivity of the information.
  • Safeguarding and risk-management considerations.
  • Whether the information is required to respond to a complaint or legal claim.

Information that is no longer required will be securely deleted, destroyed or anonymised.

How we protect information

TVA uses proportionate technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

These measures include:

  • Limiting access to staff, volunteers, trustees and contractors who need the information.
  • Using password protection, access controls and secure systems.
  • Providing data-protection and information-security guidance.
  • Securely storing and disposing of paper records.
  • Assessing suppliers that process information on TVA’s behalf.
  • Responding to suspected personal-data breaches.

International transfers

Some technology providers may process or store information outside the United Kingdom.

Where this occurs, TVA will ensure that an appropriate legal safeguard is in place, such as UK adequacy regulations, the UK International Data Transfer Agreement or another legally recognised protection.

Information about the safeguards used can be requested by contacting TVA.

Marketing communications

We may send information about TVA services, events, training, funding or volunteering opportunities where you have asked to receive it or where another lawful basis applies.

You can stop receiving marketing communications at any time by:

  • Using the unsubscribe option included in the communication.
  • Emailing info@tvawales.org.uk.
  • Contacting us on 01495 365610.

We may still contact you about an existing booking, enquiry, service or other administrative matter.

Website cookies and analytics

Our website uses essential cookies required for it to operate. Subject to your cookie choices, it may also use analytics or similar technologies to help us understand how the website is used and improve its performance.

Non-essential cookies should not be placed unless you have provided the required consent. You can accept, reject or change your cookie preferences through the website’s cookie settings.

Further information about individual cookies, their purposes and how long they remain active should be provided through the website’s cookie notice or settings panel.

Automated decision-making

TVA does not make decisions that have legal or similarly significant effects on individuals solely through automated processing.

Technology, including artificial intelligence, may be used to assist with administrative or analytical tasks, but significant decisions about individuals will involve appropriate human consideration.

Your rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

  • Ask for access to the personal information we hold about you.
  • Ask us to correct inaccurate or incomplete information.
  • Ask us to delete your information.
  • Ask us to restrict how your information is used.
  • Object to the use of your information.
  • Receive certain information in a portable format.
  • Withdraw consent where consent is the basis for processing.
  • Object at any time to the use of your information for direct marketing.
  • Ask for human intervention where a significant decision has been made solely by automated means.

These rights are not absolute and may not apply in every situation. We will explain if we are unable to fulfil part or all of a request.

We will normally respond within one month. We may ask for information to confirm your identity before releasing personal information.

Contacting us about your information

To exercise your rights or raise a question or concern about how your information is being used, contact:

Data Protection Lead

Address: ​ ​Torfaen Voluntary Alliance, Portland Buildings, Commercial Street, Pontypool, NP4 6JS

Email: ​​info@tvawales.org.uk

Phone: ​ ​01495 365610

Please mark written correspondence “Private and confidential – Data Protection.”

For concerns about how your personal information is handled across TSSW, you may also contact WCVA’s Data Protection Officer at dpo@wcva.cymru.

Complaints to the Information Commissioner

We would welcome the opportunity to address your concern directly. However, you also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Address: ​ ​Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: ​ ​0303 123 1113

Website: Make a complaint to the ICO

Changes to this notice

We will review this Privacy Notice regularly and update it when our services, systems or legal responsibilities change.

The date at the top of this page shows when it was last updated.