Privacy and Cookies Notice

This Privacy and Cookies Notice tells you what to expect when the Older People’s Commissioner (the Commissioner) collects, uses, discloses, transfers and stores your personal information when visiting our website.

Introduction 

We are committed to protecting your personal information when visiting our website. We want our services to be safe for our service users. Whenever you provide us with your information we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information, including the General Data Protection Regulation 2016 (these laws are referred to collectively in this notice as the "data protection laws").


Visitors to our website

This Privacy and Cookies Notice explains the following:

  • What information we collect about you;
  • When we may use your information to contact you;
  • Whether we will disclose your information to anyone else;
  • Your choices regarding the information you provide us;
  • The use of cookies on our website.

What information will the Commissioner collect about me if I make a request for assistance?

The ‘Contact Us’ section on the website allows you to contact our organisation for assistance such as putting you in touch with organisations best placed to resolve your issue; intervening directly if you have been experiencing difficulties with a public service provider that you cannot resolve locally; or supporting you to make a formal complaint and monitoring how your complaint is dealt with.

We may ask you for information such as your name, email address, postal address, telephone or mobile number, and location as well as some basic information in relation to your request for assistance.

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


Special categories of personal data

Sometimes we will require you to provide additional personal information, and sometimes, special categories of personal data (e.g. if you suffer from an illness, details of your medical history).

We will only use your special categories of personal data for the purposes of providing you with any advice or assistance and in accordance with our statutory functions.


How we will use your information

Your information will be used for a number of purposes including the following:

  • by the Casework team to contact you to deal with your request and enquiries
  • to allow the Commissioner to exercise her statutory functions; and
  • In aggregate (so that no individuals can be identified) to inform the Commissioner's policy function by identifying emerging issues and trends.

The legal ground for which the Commissioner will process your information is to allow the Commissioner to exercise her statutory powers as defined by the Commissioner for Older People (Wales) Act 2006.


Will I be contacted for marketing purposes?

We will only send you marketing emails or newsletters by post where you have agreed to this.


Sharing Information with Third Parties

We will not share your information with any third party unless we are legally required or permitted to do so.

If we think that we will need to share your information with a third party to be able to carry out further investigatory work or to otherwise exercise our legal powers on your behalf, we tell you who that third party is and why we need to share the information.


Transfers to third countries

Your information will not be transferred outside of the European Economic Area.


How long will we keep your information

If you have contacted us with a request or an enquiry, unless we use our statutory powers as set out below, we will retain your details for a period of 5 years from the date we have concluded your matter.

If we use our statutory powers under section 3 (Review of discharge of functions) or section 5 (review of arrangements) under the Commissioner for Older People (Wales) Act 2006 we will keep our details permanently.


Your rights

Under data protection laws, you have rights in relation to your information. You have the right to request from us a copy of the information we hold about you.

Additionally, you have the right to request from us:

  • that any inaccurate information we hold about you is corrected;
  • that information about you is deleted in certain circumstances;
  • that we stop using your personal information for certain purposes.

Where appropriate, we will supply, correct or delete personal information about you on our files. Sometimes, we may not be able to comply with your request. We will tell you if that is the case and explain why we cannot comply with your request.

If you make a request, we will need you to prove your identify with 2 pieces of approved identification (such as a passport and a utility bill no older than 3 months). Once we have this, we will aim to respond to you within one month.

Normally we will not charge you a fee for dealing with your request for a copy of personal information. There may be some circumstances when the law allows us to charge a fee. We will tell you if this is the case at the time of your request.

If you wish to exercise any of your rights, please contact the Data Protection Officer (contact details are found below).

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:

Name  Type Purpose
 Functional Cookie ASP.NET_SessionId   These cookies store temporary information to enable site functionality. These are deleted when you close your browser.

Third Party Cookies

Third Parties serve cookies via this website. They are used to integrate services from other providers onto the Commissioner’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 determine page visits and duration of each visit 30 minutes from set/update
__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


Contacting us about this Privacy and Cookies Notice

If you have any questions or comments about this Privacy and Cookies Notice, please contact our Data Protection Officer (details below).

If you have a complaint that we cannot resolve, you have the right to complain to the Information Commissioner's Office, which is the statutory regulator for data protection matters.  The Information Commission can be contacted at https://ico.org.uk/concerns/.


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:
Data Protection Officer
The Older People’s Commissioner for Wales
Cambrian Buildings 
Mount Stuart Square
Cardiff
CF10 5FL

Email: ask@olderpeoplewales.com
Phone: 03442 640 670