Privacy Notice

This privacy notice tells you what to expect when the Older People’s Commissioner (the Commissioner) collects your personal information. It applies to information the Commissioner collects about: 

  • People who contact us 
  • Visitors to our website
  • Individuals who sign up to our newsletter
  • Job applicants and employees 
This privacy notice also tells you how you can access the information that the Commissioner holds about you.


People who contact us

When the Commissioner receives an enquiry or request for information or advice, we need to collect details about the enquirer and any other individuals involved in the enquiry. We will use the personal information we collect to process the enquiry and provide an appropriate response. We may also use it to check on the quality of service we provide.

We will keep personal information in line with our retention procedures. It will be retained in a secure environment and access to it will be restricted.

We compile and publish statistical data for monitoring and review purposes but not in a form that identifies anyone.


Disclosure of personal information

The Commissioner for Older People (Wales) Act 2006 specifies those organisations the Commissioner may share data with as well as the limited circumstances in which sharing may take place.

In most circumstances we will not pass on any of your personal information to other organisations unless you have given us permission to do so. Respect for the individual’s consent to disclose information to other organisations will always be paramount. There are narrowly defined circumstances when we would pass on personal information without consent, e.g. to prevent a crime or to protect someone who is at immediate risk of serious harm.

We have developed Memoranda of Understanding and information sharing agreements with other organisations to ensure effective collaborative working and secure information sharing. 


Visitors to our website

The ‘Contact Us’ section on the website allows people to contact our organisation for assistance. This personal information is then used by the Enquiries and Support Team to contact the individual and provide assistance as requested.

This is the only way the Commissioner collects personal information through our website.


Cookies

The Older People’s Commissioner for Wales’ website uses cookies to ensure functionality and to improve the overall user experience when browsing our website.

Cookies are small text files placed on your device when you visit websites. They are often used to remember preferences, make websites work more effectively or to collect trend patterns and information from visitors.

The cookies in use on this website are listed below:

Type Name Purpose
Functional Cookie ASP.NET_SessionId These cookies store temporary information to enable site functionality. These are deleted when you close your browser.
 Functional Cookie CivicCookie Used to determine whether user has yet to be alerted about the use of cookies; if not, a graphic is displayed.


Third Party Cookies

Third Parties serve cookies via this website. They are used to integrate services from other providers onto the Commission’s website. We use platforms such as YouTube videos and social media plug-ins for visitors to view, interact with and share our content.

These cookies will only be stored on your device when you interact with these elements. These third parties may store cookies on your device when you are redirected to their website. Cookies obtained via third party websites are not the responsibility of the Older People’s Commissioner for Wales’ website. For more information please view the third party’s own Privacy Notice.

Third party cookies in use on this website:

Third Party Cookie Purpose
YouTube VISITOR_INFO1_LIVE, GEO, PREF Enables you to view embedded videos on our website


Google Analytics

We use Google Analytics to collect information about how users navigate and interact with our website. 

We use this information to monitor trends, compile reports and look for ways to improve our content and website structure. These cookies collect anonymous information from users and help us by collating the number of visitors to the site, how they came about to our website and what pages they visited. 

To do this, Google Analytics sets the following cookies on a visitor’s device:

Cookie Purpose Expiration
__utma Used to determine unique visitors to our website 2 years from set/update
__utmb Used to establish unique session intervals and helps us determined page visits and duration of each visit 30 minutes from set/update
 __utmc Used to determine whether the user is in a new session/visit. End of browser session.
__utmz Used to identify referrals and entry methods used to access our website 6 months from set/update

For specific instructions on how to manage cookies, visit Direct Gov: Managing Cookies


Subscribers to our newsletter

Personal information is collected through people completing our newsletter subscription form in hard copy. The subscription form requires a name and home/work address for the person to receive a hard copy of the newsletter and a name and e-mail address to receive an e-newsletter.  The information collected will only be used to send a copy of each newsletter published. When people do subscribe to our newsletter, they can cancel their subscription at any time, which every edition of the newsletter details how to.


Job applicants and employees

When individuals apply to work at the Commissioner’s office, we will only use the information they supply to us to process their application and to monitor recruitment statistics.

Personal information about unsuccessful candidates will be held for six months after the recruitment exercise has been completed, it will then be destroyed or deleted.

Once an individual has taken up employment with the Commissioner, we will compile a personnel file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with the Commissioner has ended, we will retain the file in accordance with our retention schedules and then destroy or delete the information.


How to access your personal information

You have the right to request a copy of the information that we hold about you (for example records of any correspondence you have sent us). This is known as a ‘subject access request’ under the Data Protection Act 1998.

We will make a charge of £10 for dealing with a subject access request.

If you would like a copy of some or all of your personal information please put your request in writing to the address or email provided below. Please include your name and address and any other information to help identify you and the information you need.

We will require proof of your identity (for example a copy of a utility bill) and the £10 fee to start processing your request.

We will provide you with a response within 40 days of receiving the fee and all the necessary information to help us find your records.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.


Links to other websites

This website contains links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their own privacy policies.


Changes to this privacy notice

We keep our privacy policy under regular review and we will place any updates on this page.


How to contact us

Write to:

The Older People’s Commissioner
Cambrian Buildings
Mount Stuart Square
Cardiff
CF10 5FL

Or email: ask@olderpeoplewales.com

Or phone: 08442 640670