Privacy Policy

1. Who we are
POLISH WOMEN OF WALES CIC is responsible for the personal information described in this notice.
Company number: 17247253. Registered office: 3 Oxford Street, Nantgarw, Cardiff CF15 7ST, Wales, United Kingdom.
For privacy questions or requests, email hello@pwow.co.uk

2. What information we collect
Depending on how you interact with us, we may collect your name, email address, telephone number and the message you submit through a website form; information you provide when expressing interest in joining or helping PWOW; donation details such as your name, contact details, amount and transaction reference supplied by the payment service; and photographs or video from events. Our website provider may also process technical information such as your IP address, device information and cookie choices.
Please avoid sending sensitive personal information through a general enquiry form unless it is necessary. If an application or event requires additional information, we will explain what is needed at that point.

3. Why we use your information and our lawful bases

Enquiries and requests to get involved
We use your information to answer questions and follow up requests to get involved. Our lawful basis is our legitimate interest in communicating with people interested in PWOW’s activities.

Applications and expressions of interest
We use the information you provide to review applications and organise involvement in PWOW. Our lawful basis is our legitimate interest in organising our activities or, where applicable, taking steps you request before entering an agreement.
Donations and payment queries

We use donation information to maintain records and respond to payment queries. Our lawful bases are our legitimate interest in administering donations and our legal obligations to retain financial records.
Photographs and videos of adults at events

We may use event photographs and videos to document and promote our community work. Our lawful basis is our legitimate interest in sharing PWOW’s activities, taking account of attendees’ reasonable expectations and their right to object. We will seek specific permission where the context requires it.
Photographs and videos of children

We obtain separate consent from a parent or guardian before photographing and publishing identifiable images of children.
Website operation and security

We process relevant technical information to maintain a secure, functioning website. Our lawful basis is our legitimate interest in operating and protecting the website. Separate cookie rules also apply.
Future newsletters

If we introduce a newsletter, we will provide a separate sign-up choice and update this policy before using contact details for that purpose.

4. Event photography
We inform attendees about photography during registration and at the start of an event. Tell an organiser at any time if you prefer not to appear in PWOW photos or videos. We will take reasonable steps to respect that request when capturing, selecting and publishing images. If an image has already been published, email hello@pwow.co.uk so we can review and, where appropriate, remove or replace it. Removing a post from PWOW's channels may not remove copies shared by other people.
We will seek separate parent or guardian consent before photographing and publishing identifiable images of children.

5. Who receives information
Authorised PWOW team members may access information when needed for their roles. Wix hosts our website and handles website forms. The donation provider processes payments and supplies transaction records to us. If you follow an Eventbrite booking link, Eventbrite processes the information you enter there under its own privacy notice; PWOW may receive attendee information needed to run the event. Facebook and Instagram process information when you visit or interact with our pages.
We may share information with service providers supporting our work, or where required by law. We do not sell personal information.

6. How long we keep information
We keep information only as long as needed for its purpose, then delete or anonymise it, subject to legal requirements. As a starting schedule, we propose: general enquiries for up to 12 months after the last meaningful contact; unsuccessful expressions of interest for up to 12 months after the decision; financial and donation records for six years after the end of the relevant financial year, unless a different legal period applies; and event images while they remain useful for documenting or promoting PWOW, reviewed periodically and removed sooner if a valid objection requires it.

7. International processing and security
Our service providers may process information outside the UK. Where UK data protection law requires safeguards for such transfers, we rely on the safeguards used by the relevant provider and assess them as appropriate. We restrict access to personal information and take reasonable steps to protect it. No online service can guarantee absolute security.

8. Your rights
Depending on the circumstances, you may ask to access, correct or delete your personal information, restrict or object to its use, or receive a copy in a portable form. Where we rely on consent, you may withdraw it. To make a request or raise a concern, email hello@pwow.co.uk You can also complain to the UK Information Commissioner's Office at ico.org.uk.

9. Changes
We may update this policy as our activities or services change. The date at the top shows when it was last updated.