Polisi Preifatrwydd

Hafan | Polisi Preifatrwydd

(Cyfieithiad i ddilyn)

Effective Date: 01/2026 | Last Revised: 01/2026 | Next Revision Due: 01/2027 | Policy Owner: Governance Team | Policy Contact: Aled Davies

WHO ARE WE?

Tŷ Gwyrddfai Decarbonisation Hub is a collaborative venture between Adra (Tai) Cyfyngedig, Grŵp Llandrillo Menai and Bangor University. Adra (Tai) Cyfyngedig acts as the lead organisation and is the data controller of the website.

This Privacy Statement explains how personal information is collected, used, stored, and protected in relation to the project website and associated activities. Adra (Tai) Cyfyngedigis the Data Controller for all personal data processed through the Tŷ Gwyrddfai Decarbonisation Hub website and related project communications.

Adra is a Registered Social Landlord (RSL)and is registered under the Community Benefit Societies Act 2014 It has charitable objectives and provides social and affordable rented housing for those in need. . Adra is regulated and registered with the Welsh Assembly Government.

Adra takes its responsibilities under data protection legislation extremely seriously and is fully committed to safeguarding the personal data of its tenants, staff, and stakeholders. The organisation makes every effort to comply with the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, embedding data protection principles into its governance, policies, and day-to-day operations.

Adra seeks to ensure that personal data is processed lawfully, fairly, and transparently, is used only for legitimate purposes, and is kept secure, accurate, and up to date.

WHAT PERSONAL DATA WE COLLECT

We may collect and process the following types of information when you visit our website:

Information you provide to us when booking a room:

  • Contact form submissions (name, email address, phone number, enquiry details)
  • Event or service registrations (contact details, preferences)

Information collected automatically

  • IP address
  • Browser type and version
  • Device and operating system
  • Pages viewed and time spent on the website
  • Cookies and tracking technologies

We do not collect special category data through our website unless explicitly required and submitted by you.

HOW WE USE YOUR PERSONAL DATA

We use your information for the following purposes:

  • Responding to your enquiries
  • Managing event bookings or service requests
  • Improving our website, content and user experience
  • Meeting our legal or regulatory obligations
  • Monitoring website security and preventing misuse

We will only use your personal data when we have a lawful basis to do so, such as your consent, performance of a contract, legal obligations, or our legitimate interests.

SHARING YOUR INFORMATION

Adra may share relevant personal data with Grŵp Llandrillo Menai and Bangor University where necessary for the delivery of the project. Any sharing will be limited, proportionate, and carried out in accordance with data protection legislation and appropriate information-sharing arrangements. Personal data will not be sold or shared for marketing purposes.

All third parties are required to keep your information secure and use it only for the purposes we specify.

HOW LONG WE KEEP YOUR DATA

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal or reporting requirements. Typical retention periods include:

  • Contact form enquiries: up to 12 months
  • Event records: up to 2 years unless required longer

YOUR RIGHTS UNDER THE DATA PROTECTION ACT 2018

Under certain circumstances, you have rights under data protection laws in relation to your personal data.
You have the right to:

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
    • if you want us to establish the data's accuracy;
    • where our use of the data is unlawful but you do not want us to erase it;
    • where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
    • you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine‐readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

ACCESS TO YOUR INFORMATION

If you wish to exercise any of the rights set out above, please contact the Data Protection Officer on the details provided below. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What We May Need From You

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We want to make sure all the personal information we hold about you is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

Time limit to respond

We try to respond to all legitimate requests within one month of receiving the request. Occasionally it may take us longer than a month if your request is particularly complex, or you have made a number of requests, or if clarification of your request is needed. In this case, we will notify you and keep you updated.

CHANGES TO OUR PRIVACY NOTICE

Any changes to our privacy notice in the future will be posted to the website and, where appropriate, through the tenant newsletter. For the avoidance of doubt, it should be noted that our privacy notice is not intended to and does not create any contractual or other legal rights.

HOW TO CONTACT US

Please contact us if you have any questions about our privacy policy or information we hold about you, or complaints regarding data protection:
by e-mail to GDPR@adra.co.uk
Data Protection Officer
Adra, Tŷ Coch, Llys y Dderwen, Parc Menai, Bangor, Gwynedd, LL57 4BL

CONCERNS

You have the right to complain to the Information Commissioner’s (ICO) Office if you think there is a problem with the way in which Adra are handling your information. To contact the ICO, please call 0303 123 1113 or visit their website at https://ico.org.uk/