Our contact details
Name: Ela Zaccaria / Jenna Palmer
Address: 2 Alexandra Gate, Alexandra Business Park, Pengam Road, Cardiff, CF24 2SA
Phone Numbers:
+44 7873 732854 and +44 7563 207515
E-mail: enquiries@ymestyn.org.uk
Information We Collect
In order to provide our services and for the other purposes set out in Use of Information below, we collect and process Personal Data from the users of Ymestyn. We may collect the following information:
- Personal information (for example, your name, email address, mailing address, phone numbers, date of birth and address)
- Sensitive Personal Data
- Attendance information (such as attended, number of absences and absence reasons)
- Observation report from a contact session
- Safeguarding incidents
From time to time and as permitted by applicable law(s), we may collect Personal Data about you and update any existing Personal Data that we currently hold from other third-party sources
We collect your information from:
- Self-Referral Forms
- Court orders
- Where applicable Social Services or other professionals working with the family
- Referrals from organisations e.g. Cafcass, Family Solicitors
- Pre-contact meetings checklist
- We may also collect information from telephone conversations, emails and written and verbal communications and from records and reports of the Contact sessions
How we Use Information
Your Personal Data may be used in the following ways:
- To provide our services to you
- To respond to your requests and inquiries
- To improve our services, for example; Questionnaires and evaluation sheets
- To request your participation in surveys, or other initiatives which help us to gather information used to develop and enhance our services
- To comply with applicable law(s) (for example, to comply with a search warrant or court order) or to carry out professional ethics/conduct investigations
- To enable us to provide, to maintain our own accounts and records and to support and manage our employees
- Consent and lawful Processing of Data
Our legitimate interests, which include processing such Personal Data for the purposes of:
- Providing and enhancing the provision of our services
- Administration and programme delivery
- For dealing with medical needs-any information you provide we must have had explicit consent to use
- All other cases: that it is necessary for our legitimate interests which are to run Ymestyn services
How long will we keep your information
| File Type | Retention Period |
| HR files Employment references Redundancy details | 6 years after employment/volunteering ceases |
| Parental leave | 5 years from birth/adoption or 18 if child receives a disability allowance |
| Disclosure and Barring Service Certificate (formerly Criminal Records Bureau disclosures certificates) obtained as part of the vetting process. | The actual disclosure form must be destroyed after 6 months. However, it is advisable that organisations keep a record of the date of the check, the reference number, the decision about vetting and the outcome. |
| Finance records Income tax, NI returns, income tax records and correspondence with IR, Parental leave, Wages and salary records | HMRC advise you must keep records for 6 years from the end of the last company financial year they relate to, or longer if: they show a transaction that covers more than one of the company’s accounting periods. |
| Supported contact only – Referrals, with court orders or CAFCASS involvement, pre- visit forms, attendance records | Securely disposed of after three years unless a safeguarding or child protection issue |
| Supported contact only – Self-referrals with NO court order or CAFCASS involvement, pre- visit forms, attendance records | Securely disposed of after one year unless a safeguarding or child protection issue |
| Supervised contact only – Reports | Should be kept indefinitely (So long as the company is trading) as children can request this information up to the age of 25 years by Local Authorities. |
| Information relating to paid/unpaid staff not covered above that are not used for three years should be treated as confidential waste and disposed of as such. | Securely disposed of after three years |
| Accident books and paperwork relating to safeguarding or child protection issues about a specific child | Should be kept indefinitely as children can request this information up to the age of 25 years by Local Authorities. |
Sharing and Disclosure to Third Parties
Contact Reports are available upon request to the resident and non-resident parent/s. Reports will be sent by secure email (only). If the contacts are funded by the Local Authority, then reports will be sent directly to the social worker and it is the responsibility of the social worker to share the contents of the reports with the parent/relative involved.
We may disclose your Personal Data to third parties from time-to-time under the following circumstances:
- You request or authorise the disclosure of your personal details to a third party
- The information is disclosed as permitted by applicable law(s) and/or in order to comply with applicable law(s) (for example, to comply with a search warrant or court order)
- The information is provided to service providers who perform functions on our behalf
- Hosting providers for the secure storage and transmission of your data
- Legal and compliance consultants, such as external counsel, external auditors
- Technology providers who assist in the development and management of our web properties
Subject Access/User Rights
As a user, you are subject to the following rights:
- The right to be informed of the use of your Personal Data
- The right to access and/or to require the correction or erasure of your Personal Data
- The right to block and/or object to the processing of your Personal Data
- The right to not be subject to any decision based solely on automated processing of your Personal Data
- In limited circumstances, you may have the right to receive Personal Data in a format which may be transmitted to another entity
If you have a complaint in relation to the processing of your data carried out under this Privacy Policy, you have the right to lodge a complaint with the Information Commissioner Office.
You may seek to exercise any of these rights by updating your information online (where possible) or by sending a written request to Ymestyn LTD, 2 Alexandra Gate, Alexandra Gate Business Park, Ffordd, Cardiff, Wales, CF24 2SA.
Information Security
We are working to protect your personal information that we hold, its confidentiality, integrity and availability:
- We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems
- We restrict access to personal information to contact centre staff and volunteers subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations
- We have Security Information Policy in place which defines the measures we take to protect your personal information. We use a combination of technology and procedures to ensure that our paper and computer systems are protected, monitored and are recoverable
- We only use third party service providers where we are satisfied that they provide adequate security for your personal data
Compliance and cooperation with regulatory authorities
We regularly review our compliance with our Privacy Policy. If we receive formal written complaints, we will contact the person who made the complaint to follow up. We work with the ICO to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.
Changes
Our Privacy Policy may change from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent.
We may share this information with Local Authorities, Police, CAFCASS.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Ymestyn directly via the information provided at the top of this page.
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
Sharing and disclosure to third parties:
We may disclose your Personal Data to third parties from time-to-time under the following circumstances:
- To ensure the safety of a child or adult for example – when making safeguarding referrals
- To prevent or respond to an emergency for example – providing information to the police, ambulance or fire brigade
- You request or authorise the disclosure of your personal details to a third party
- The information is disclosed as permitted by applicable law(s) and/or in order to comply with applicable law(s) (for example, to comply with a search warrant or court order)
- The information is provided to service providers who perform functions on our behalf
- Hosting providers for the secure storage and transmission of your data
- Legal and compliance consultants, such as external counsel, external auditors
- Technology providers who assist in the development and management of our web properties
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at enquiries@ymestyn.org.uk if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
Address: 2 Alexandria Gate, Pengam Road, Cardiff, CF24 2SA
Phone Number:
+44 7873 732854 or +44 7563 207515
E-mail: enquiries@ymestyn.org.uk
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Cookies
Scope of this policy
- Ymestyn LTD (we or us or our) uses cookies when you visit our website, https://ymestyn.org.uk/, (the Website) to help customise the Website and improve your experience using the Website
- This policy applies between you, the user of this Website, and us, Ymestyn LTD, the owner and provider of this Website
- When you visit the Website, and before your Website places cookies on your computer, you will be presented with a message bar requesting your consent to set those cookies. By giving your consent to the placing of cookies, you are enabling us to provide a better experience and service. You may, if you wish, deny consent to the placing of these cookies; however, certain features of the Website may not function fully or as intended
- This cookie policy should be read alongside, and in addition to, our Privacy Policy, which can be found at: https://ymestyn.org.uk/privacy-policy/
What are cookies?
- A cookie is a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website
- This Website may place and access certain cookies on your computer. We use these cookies to improve your experience of using the Website
- Cookies do not usually contain any information that personally identifies you, the Website user. However, personal information that we store about you may be linked to the information obtained from and stored in cookies. For more information on how such personal information is handled and stored, refer to our Privacy Policy which is available online at: https://ymestyn.org.uk/privacy-policy/
Types of cookies
This Website uses the following cookies:
| Type of cookie | Purpose |
| Strictly necessary cookies | These are cookies that are required for the operation of the Website. They include, for example, cookies that enable you to log into secure areas of the Website, use a shopping cart or make use of e-billing services. |
| Functionality cookies | These are used to recognise you when you return to our Website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region). By using the Website, you agree to our placement of functionality cookies. |
- You can find a list of the cookies that we use in the attached Cookie Schedule
- We have carefully chosen these cookies and have taken steps to ensure that your privacy is protected and respected at all times
How to control your cookies
- You can choose to enable or disable cookies in your internet browser. By default, most internet browsers accept cookies but this can be changed. For further details, please see the help menu in your internet browser
- You can switch off cookies at any time, however, you may lose information that enables you to access the Website more quickly and efficiently
- It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings
- For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer
Changes to this policy
Ymestyn LTD reserves the right to change this cookie policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the cookie policy on your first use of the Website following the alterations.
Contact details
The Website is owned by Ymestyn LTD incorporated in England and Wales with registered number 14590571 whose registered office is at 2 Alexandria Gate, Pengam Road, Cardiff, CF24 2SA, Wales.
You may contact us:
- by post using the address above
- by telephone at +44 7873 732854
- by email at enquiries@ymestyn.org.uk
Attribution
This cookie policy was created using a document from Rocket Lawyer (https://www.rocketlawyer.com/gb/en).
COOKIE SCHEDULE
Below is a list of the cookies that we use. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know.
Cookies that we use on the Website:
Strictly necessary cookies
We use the following strictly necessary cookies:
| Name of cookie | Purpose of cookie |
| cookieyes-consent | CookieYes sets this cookie to remember users’ consent preferences so that their preferences are respected on subsequent visits to this site. It does not collect or store any personal information about the site visitors. |
| _wpfuuid | This cookie is used by the WPForms WordPress plugin. The cookie is used to allows the paid version of the plugin to connect entries by the same user and is used for some additional features like the Form Abandonment addon. |
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Where your data is sent
Visitor comments may be checked through an automated spam detection service.