1. Who are we?
Awen Cultural Trust is a registered charity based in Bridgend, South Wales. Our purpose
is to make people’s lives better, by delivering inspirational cultural facilities, activities
Awen attracts around a 1, 000, 000 visits a year to a diverse range of cultural facilities,
services and activities that include theatres, libraries, community centres, historic house
and country park, and two work-based projects for adults with learning and physical
disabilities. Our work has a significant impact on local economies, people’s wellbeing
and community cohesion.
The full legal information is:
Awen Cultural Trust Registered Charity number 1166908 in Wales
Awen Cultural Trust is a company registered in Wales at Bryngarw House, Bryngarw
Country Park, Brynmenyn CF32 8UU Reg. Co. number 9610991
Awen Trading Ltd is a company registered in Wales at Bryngarw House, Bryngarw
Country Park, Brynmenyn CF32 8UU Reg. Co. number 09619638
explains what personal data we collect and how we use it. For the purposes of data
protection legislation, the Data Controller is Awen Cultural Trust (ICO registration
All personal data collected will only be used in accordance with this privacy statement.
Awen may change this policy from time to time by updating this page and a list of the
changes will be shown in a separate document, which you can access through the link
2. What personal data do we collect
We only collect information we need – including data that will be useful to help us
improve our services.
We collect the following types of information:
non-personal information such as IP addresses (the location of the computer
on the internet), pages accessed and files downloaded.
personal information such as name, postal address, phone number, email
address, date of birth and payment information (where appropriate).
Information is collected in connection with specific activities, such as customer
surveys, payment transactions, feedback, donations, competition entries and
processing applicants throughout selection processes etc.
CCTV is used in some of our locations used by members of the public. The
primary purpose of CCTV cameras within Awen is to improve security and aid the
prevention and detection of crime and disorder.
We also collect special categories of personal data from individuals who apply to
work at Awen, including information about ethnicity and disability (if applicant
choses to provide information). We will only use this information to monitor
Where we want to disclose applicant information to a third party, for example to
obtain a reference or to obtain a disclosure from the Disclosure and Barring
Service we will not do so without informing you beforehand unless the
disclosure is required by law.
3. Our purpose for processing your data
The collection of non-personal information helps us to determine how many people
use our sites, how many people visit on a regular basis, and how popular our pages are.
This information doesn't tell us anything about who you are or where you live. It simply
allows us to monitor and improve our service.
Personal information is needed to fulfil your request, process your order, process
your application for a job, enable us to provide you with a more relevant service, and if
you agree, to email you about other products and services we think you may be
interested in. You don't have to disclose any of this information to browse the sites.
However, if you do choose to withhold certain information, we may not be able to
provide you with certain services.
CCTV images captured on our cameras are to improve security and aid the prevention
and detection of crime and disorder. Due to the nature of Awen Services there may also
be occasion to utilise CCTV footage for other purposes such as Safeguarding of
Vulnerable Adults and Children. Any disclosure requests from third party organisation
will be dealt with in line with official guidance and on an individual basis.
Sensitive/Personal Information about applicants is requested for monitoring
recruitment statistics other than where an applicant is successful. Where an applicant
becomes an employee the Information they have provided forms part of the personal
file and used to provide necessary support or for equalities data statistics for the
4. What we do with the information we gather
We require this information to understand your needs and provide you with a better
service, and your data may be used in one of the following ways:
To provide you with the products and services that you have requested
Internal record keeping
To improve our products and services.
Where you have given your consent, we may periodically send promotional
information about services, new products, offers or any information which we think
you may find interesting using the address, email address and telephone number
you have provided (see section 5, below).
5. Using your information for marketing
We will only use your information for marketing purposes where you have ‘opted in’ and
agreed to us sending you further information.
Information will only be sent in way(s) that you have agreed. Marketing information
includes information from libraries, parks, theatres, community centres and projects for
adults with disabilities.
6. Who receives the personal data
We will only share your information if:
We are legally required to do so, e.g. by a law enforcement agency legitimately
exercising a power or if compelled by an order of the Court
We believe it is necessary to protect or defend our rights, property or the
personal safety of our people or visitors to our premises or websites
We are working with a carefully-selected partner that is carrying out work or
processing data on our behalf. These include:
Mailing houses – will use name and address data for sole purpose of mailing
Card payment processors – will store name, address and card data for purpose of
processing card payments on our behalf
Ticketing service provider – will store name, address and other personal data such
as email address and telephone number for the purpose of allowing us to
operate an efficient ticketing service to our customers
IT Specialists – software providers who have access to data in order to support
the maintenance of systems and to meet the needs of the contract.
We only choose partners we can trust. We will only pass personal data to them if
they have signed a contract that requires them to:
– abide by the requirements of data protection legislation
– treat your information as carefully as we would
– only use the information for the purposes it was supplied (and not for their own
purposes or the purposes of any other organisation)
– allow us to carry out checks to ensure they are doing all these things.
7. Security and storage of your information
Information is stored on the servers used by carefully selected third parties as
explained above – they may be situated inside or outside the European Economic Area.
We may also store data on paper files.
We are committed to ensuring that your personal information is secure. In order to
prevent unauthorised access or disclosure, we have put in place suitable physical,
electronic and managerial procedures to safeguard and secure the information we
collect online against loss, misuse or alteration.
Examples of our security include:
Only authorised personnel are able to access user information and we use
industry standard security technology (such as, but not limited to, TLS / SSL) to
encrypt financial and personal information you input before it is sent to us over
Controlled access to systems and information through authorised security levels
Where required you will be provided with a password enabling access to certain
systems that hold personal data and it is your responsibility to keep this
password secure and not share it with anyone.
We train our staff to make them aware of how to handle information and how
and when to report something when it goes wrong.
Information will only be kept for as long as we need it, unless there is a requirement to
keep it for legal purposes or to ensure we do not contact you if you have asked us not
Customer Personal information will be kept for as long as we need it to provide you
with goods, services or information.
Sensitive/Personal information in relation to job applicants will be kept for a period of
12 months. All data will either be deleted or shredded.
CCTV Images – Routine digital recordings will be retained for a period of 31 days on a
hard drive or disc and will then be overwritten.
Except for evidential purposes images will not be copied. All recorded material provided
as evidence will be treated in accordance with procedures defined under The Police and
Criminal Act (PACE) and this Procedure to ensure continuity of evidence and a clear
A cookie is a small file which may be placed on your computer’s hard drive when you
visit a website. The cookie helps analyse web traffic or lets you know when you visit a
particular site. Cookies allow web applications to respond to you as an individual. The
web application can tailor its operations to your needs, likes and dislikes by gathering
and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse
data about web page traffic and improve our website in order to tailor it to customer
needs. We only use this information for statistical analysis purposes and then the data
is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor
which pages you find useful and which you do not. A cookie in no way gives us access to
your computer or any information about you, other than the data you choose to share
You can choose to accept or decline cookies. Most web browsers automatically accept
cookies, but you can usually modify your browser setting to decline cookies if you
prefer. This may prevent you from taking full advantage of the website.
9. Links to other third-party websites
Our website may contain links to other websites of interest. However, once you have
used these links to leave our site, you should note that we do not have any control over
that other website. Therefore, we cannot be responsible for the protection and privacy
of any information which you provide whilst visiting such sites and such sites are not
governed by this privacy statement. You should exercise caution and look at the privacy
statement applicable to the website in question.
We seek to protect the integrity of our site and welcome any feedback about any third-
party links we provide.
11. Controlling your personal information
You may choose to restrict the collection or use of your personal information in the
by changing the settings on your browser so that you do not accept cookies
whenever you fill in a form on the website, we will ask for your consent to use your
personal information for direct marketing purposes
if you have previously agreed to us using your personal information for direct
marketing purposes, you may change your mind at any time by clicking the
unsubscribe option or by emailing us at firstname.lastname@example.org
12. What are your rights?
You can ask to see the information we hold on you
You have the right to ask for all the information we have about you and the services you
receive from us. When we receive a request in writing from you, we must give you
access to everything we’ve recorded about you.
However, we can’t let you see any parts of the record which contain:
confidential information about other people;
Data a professional thinks will cause serious harm to your or someone else’s
physical or mental wellbeing;
If we think that giving you the information may stop us from preventing or
detecting a crime
You can ask to change information you think is inaccurate
If at any point you believe the information we process on you is incorrect you can
request to see this information and even have it corrected.
We may not always be able to change or remove that information but we will correct
factual inaccuracies and may include your comments in the record to show that you
disagree with it.
You can ask to delete your information (right to be forgotten)
In some circumstances you can ask for your personal information to be deleted, for
Where your personal information is no longer needed for the reason why it was
collected in the first place
Where you have removed your consent for us to use your information (where
there is no other legal reason us to use it)
Where there is no legal reason for the use of your information
Where deleting the information is a legal required
Where your personal information has been shared with others, we’ll do what we can to
make sure those using your personal information comply with your request for erasure.
Please note that we can’t delete your information where:
we’re required to have it by law
it is used for freedom of expression
it is in the for public health purposes
it is for, scientific or historical research, or statistical purposes where it would
make information unusable
it is necessary for legal claims
You can ask to limit what we use your personal data for
You have the right to ask us to restrict what we use your personal information for
you have identified inaccurate information, and have told us of it
where we have no legal reason to use that information but you want us to
restrict what we use it for rather than erase the information altogether
When information is restricted it can’t be used other than to securely store the data and
with your consent to handle legal claims and protect others, or where it’s for important
public interests of the UK.
Where restriction of use has been granted, we’ll inform you before we carry on using
your personal information.
You have the right to ask us to stop using your personal information for any Awen
service. However, if this request is approved this may cause delays or prevent us
delivering that service.
Where possible we’ll seek to comply with your request, but we may need to hold or use
information because we are required to by law.
You can ask to have your information moved to another provider (data
You have the right to ask for your personal information to be given back to you or
another service provider of your choice in a commonly used format. This is called data
However, this only applies if we’re using your personal information with consent (not if
we’re required to by law) and if decisions were made by a computer and not a human
As Awen do not use personal data to make any automated decisions and data
portability will not apply to services you receive from Awen.
If you wish to raise a complaint on how we have handled your personal data, you can
contact our Data Protection Officer who will investigate the matter.
If you are not satisfied with our response or believe we are processing your personal
data not in accordance with the law you can complain to the Information
Commissioner’s Office (ICO).
Our Data Protection Officer is Martyn Jones and contact details are as follows:
Awen Cultural Trust
Bryngarw Country Park
Tel: 01656 754825
List of cookies we collect
The table below lists the cookies we collect and what information we store.
|COOKIE name||COOKIE Description|
|CART||The association with your shopping cart.|
|CATEGORY_INFO||Stores the category info on the page, that allows to display pages more quickly.|
|COMPARE||The items that you have in the Compare Products list.|
|CURRENCY||Your preferred currency|
|CUSTOMER||An encrypted version of your customer id with the store.|
|CUSTOMER_AUTH||An indicator if you are currently logged into the store.|
|CUSTOMER_INFO||An encrypted version of the customer group you belong to.|
|CUSTOMER_SEGMENT_IDS||Stores the Customer Segment ID|
|EXTERNAL_NO_CACHE||A flag, which indicates whether caching is disabled or not.|
|FRONTEND||You session ID on the server.|
|GUEST-VIEW||Allows guests to edit their orders.|
|LAST_CATEGORY||The last category you visited.|
|LAST_PRODUCT||The most recent product you have viewed.|
|NEWMESSAGE||Indicates whether a new message has been received.|
|NO_CACHE||Indicates whether it is allowed to use cache.|
|PERSISTENT_SHOPPING_CART||A link to information about your cart and viewing history if you have asked the site.|
|POLL||The ID of any polls you have recently voted in.|
|POLLN||Information on what polls you have voted on.|
|RECENTLYCOMPARED||The items that you have recently compared.|
|STF||Information on products you have emailed to friends.|
|STORE||The store view or language you have selected.|
|VIEWED_PRODUCT_IDS||The products that you have recently viewed.|
|WISHLIST||An encrypted list of products added to your Wishlist.|
|WISHLIST_CNT||The number of items in your Wishlist.|