PRIVACY

Justice.Wales is a legal clinic registered with Law Works Cymru and a Community Interest Company (CIC) in association with Aberystwyth University, with the purposes of providing advice, help and assistance to the people of Wales on a pro bono basis.

The Clinic is responsible for the collection and processing of personal data including data defined as sensitive by the General Data Protection Regulation (GDPR) (EU) 2016/679.

Justice.Wales is the data controller and is committed to protecting the rights of participants in line with the UK Data Protection Act 1998 (DPA) and the new General Data Protection Regulation (GDPR).

Justice.Wales relies on the legal advice of solicitors and barristers outside of our organisation. In that event, individual firms and legal advisors are also responsible for the safe handling, collection and storage of data.

Justice.Wales is partnered with Aberystwyth University in respect of its research aims and objectives. Concerns regarding Aberystwyth University's handling of personal data should be directed to infogovernance@aber.ac.uk

What kind of information do we collect?

We collect

Demographic data
Case data including case paperwork
Additional data for the purposes of research in partnership with Aberystwyth University.

The data and types of data we collect can be viewed upon Sign Up.

Consent

We do not process any data without explicit consent.

You have the right to withdraw your consent at any time and can do this by emailing help@justice.wales

Why we collect individual data and how we use it

We collect data on individuals for the following reasons.

1. For the purposes of monitoring which allows us to fulfil external reporting requirements to advisory bodies such as LawWorks.

2. For the purposes of evaluation.

3. To ensure the health and safety of all clients e.g. ensuring that we are aware of medical conditions.

4. For the purposes of being able to assess whether or not it is an issue on which we are able to assist with.

5. For the purposes of funding.

6. For the purposes of anonymous research aims in partnership with Aberystwyth University. These aims are to improve access to justice and our understanding of key topics.

How data is processed

We collect your data at the time you sign up for the project, and also when you contact us via email.

We retain your information long enough to provide the service to you, and after such as a time your identifying details (such as your name, full address) will be deleted. Your case papers will be deleted as soon as they are no longer required for the purposes and aims of the project, or otherwise when you ask us to delete them.

If you have received legal advice, your file will be retained for six years either by Justice.Wales, or by the external advisor who has provided you with the advice.

Sharing your data

Your data is never shared with third parties.

Your data may be shared with other members of clinic staff, which includes student and professional volunteers.

Generalised anonymised data will be analysed for research purposes and made available from time to time in research publications, annual reports, and so on.

Personal data is not shared with anyone outside of the project and/or University and no data will be transferred overseas.

Security of your information

Data protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of staff who need access to relevant parts or all of your information will be authorised to do so.

Information about you is kept in electronic form only, unless we have accepted paper information from. In that event, paper information is digitalised and the original copies are returned to you. Paper records are not maintained.

Some processing may be undertaken on the University’s behalf by an organisation contracted for that purpose. Organisations processing personal data on the University’s behalf will be bound by an obligation to process personal data in accordance with data protection legislation.

What are your rights?

You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information.

You are entitled to request a Subject Access Request at any time to receive a copy of any information we hold about you. You can request the same by any means, however we would prefer to receive requests via email.

If you have any concerns about the use of data for these purposes or would like a copy of the data we hold about you, requests or objections should be made in writing to us at any time

help@justice.wales

You are welcome to ask questions or to make an enquiry at any time.

How to make a complaint

If you are unhappy with the way in which your personal information has been processed you may in the first instance contact the email address above with your concerns.

If you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: - Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF