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Issued by the Executive Committee of Good Neighbours in North Cardiff


1. Your Personal Data – What Is It?


Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).  We process personal data such as your name, telephone number and address in order to carry out our core business of arranging help for clients.  We may sometimes process special category data such as medical conditions, if this may impact on our risk assessment process or on arranging a suitable volunteer for a task.



2. Who Are We?

Elected Trustees of Good Neighbours in North Cardiff (GNiNC). This means that we decide how your personal data is processed and for what purposes.

3. How Do We Process Your Personal Data?


Good Neighbours in North Cardiff complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.


We use your personal data for the following purposes:


  • To enable us to provide a voluntary service for the benefit of the clients and volunteers of GNiNC

  • To administer client, volunteer and employee records;

  • To maintain our own accounts and records;

  • To inform you of relevant news, events, activities and services.



4. What is the legal basis for processing your personal data?


In accordance with the guidance given by the Information Commissioner’s Office, explicit consent of an individual with regard to data held is not necessary, as data held is essential for GNiNC purposes. This is known as the legitimate interests basis for data storage.

  • Processing is carried out by us as a not-for-profit body provided: -

    • the processing relates only to current and former clients, volunteers and employees (or those who have regular contact with us in connection with those purposes); and

    • there is no disclosure to a third party without consent.

  • The only time we will rely on consent to process your data is if we are taking photos of you for our website or marketing material.In this case we will ask you to sign a consent form explaining how the image will be used, and you can withdraw consent at any time.


5. Sharing Your Personal Data

Your personal data will be treated as strictly confidential and will only be shared with other members of GNiNC in order to carry out a service to other members.  We will NOT share your data with third parties outside GNiNC without your explicit consent.  The only exception to this is if we have concerns that would need reporting to a Local Authority safeguarding team, or to the police.


6. How Long Do We Keep Your Personal Data?

We retain contact data while it is still current, and for up to 6 years after the calendar year to which it relates.

7. Your Rights And Your Personal Data 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

  • The right to request a copy of your personal data which GNiNC holds about you;

  • The right to request that GNiNC corrects any personal data if it is found to be inaccurate or out of date;

  • The right to request the erasure ofyour personal data where it is no longer necessary for GNINC to retain such data;

  • The right to request the withdrawal of any part of your data at any time. (This may result in your exclusion from GNiNC);

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction be placed on further processing;

  • The right to object to the processing of personal data, (where applicable);

  • The right to lodge a complaint with the Information Commissioners Office.

8. Further Processing


If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.  Where and whenever necessary, we will seek your prior consent to the new processing.


9. Contact Details


To exercise all relevant rights, queries or complaints, in the first instance please contact the Secretary, Good Neighbours in North Cardiff, at 4 Heol Hir, Llanishen, Cardiff CF14 5AE or email

You can contact the Information Commissioner’s Office on 0303 123 1113 or via the contact form at or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.










The purpose of this policy is to enable Good Neighbours in North Cardiff to:

  • Comply with the law in respect of the data it holds about individuals;

  • Follow good practice;

  • Protect GNiNC clients, volunteers and employees

  • Protect GNiNC from the consequences of a breach of its responsibilities.


Brief Introduction to Data Protection law

UK law as contained in The Data Protection Act and as extended by the General Data Protection Regulation gives individuals the right to know what information is held about them.  It provides a framework to ensure that personal information is handled properly.  It covers address lists.

The law works in two ways.  Firstly, it states that anyone who processes personal information must comply with eight principles, which make sure that personal information is:

  • Fairly and lawfully processed

  • Processed for limited purposes

  • Adequate, relevant and not excessive

  • Accurate and up to date

  • Not kept for longer than is necessary

  • Processed in line with the rights of Data Subjects

  • Secure

  • Not transferred to other countries without adequate protection


The second area covered by the Act provides individuals with important rights, including the right to find out what personal information is held on computer and paper records. 



Policy Statement

Good Neighbours in North Cardiff will:

  • Comply with both the law and good practice

  • Respect individuals’ rights

  • Be open and honest with individuals whose data is held

  • Provide training and support for staff and volunteers who handle personal data, so that they can act confidently and consistently


GNiNC recognises that its first priority under the law is to avoid causing harm to individuals.  Information about individuals will be used fairly, securely and not disclosed to any person unlawfully.

Good Neighbours in North Cardiff will not disclose individuals’ contact details to third parties without their express consent.


Secondly, the law aims to ensure that the legitimate concerns of individuals about the ways in which their data may be used are taken into account.  In addition to being open and transparent, GNiNC will seek to give individuals as much choice as is possible and reasonable over what data is held and how it is used.

GNiNC strives to undertake the processing of personal data in accordance with data protection principles and its confidentiality policy.

All of the above is subject to the same overriding concern for the welfare and wellbeing of individuals.


This policy was endorsed by Good Neighbours in North Cardiff Executive Committee at the meeting held on 10th May 2018.



Jonathan Lewis

Chair of Trustees

10 May 2018

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