Privacy Notice

Cadwyn Housing Association Limited (“Cadwyn”, “we”, “our”) is a Registered Society under the Co-operative and Community Benefit Societies Act 2014 Registered Number 18805R. Our registered address is 197 Newport Road, Cardiff, CF24 1AJ, telephone: 029 2049 8898, email: info@cadwyn.co.uk. We are a Registered Social Landlord regulated by the Welsh Government, registered number L019. Our ICO data protection registration number is Z6736414.

All personal information that we hold is used strictly in accordance with the provisions of the United Kingdom General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 (“DPA”) and Privacy and Electronic Communications (EC Directive) Regulations 2003. Personal information means any data from which you can be identified by, either in a hard copy format or in electronic data. Cadwyn is a data controller, which means that we are responsible for deciding how we hold and use your personal information.

What personal information do we hold?

We collect information about you when you visit our website and when you interact with our pages. We also collect information when you voluntarily complete contact forms, provide feedback and submit queries.

We may collect the following information:

  • Name
  • Email address
  • Your message to Cadwyn

Website usage information is collected using cookies.

How do we use your usage information and why?

We use the information collected from our cookies to personalise your repeat visits to our website, and to help us understand what works and what doesn’t on our website. We’ll use information you submit through our contact forms and other ways of giving feedback to help you with your specific issues.

Who do we share your usage with?

We will not share your information with any third parties for the purposes of direct marketing.

We use several different third-party services to process your data, which allow us to give you the best possible experience. If we do want to collect personally identifiable information through our website, we will be up front about this. We always make clear when we collect personal information and explain what we intend to do with it.

Cadwyn is not responsible for the content or privacy notices of external websites, such as Cardiff Council, Allpay, etc. You should consult their individual privacy notices for additional information.

The legal basis for Cadwyn processing your personal information is Article 6(1)(a) of the UK GDPR, for example when we require your consent for the use of cookies.

​​​​​​​How Long Do We Keep Your Personal Data?

The information collected by our cookies is retained If your application for employment is unsuccessful all your personal information will be retained for 6 months. After 6 months it will either be deleted or destroyed, unless we need to retain it to defend any legal claims.

If your application for employment is successful and you accept our offer of employment, your personal information will be retained in your personnel file throughout your employment with us. The periods for which your personal information will be retained are available in our Staff Privacy Policy.

Your Information Rights

The UK GDPR provides the following rights:

You have:

  • the right to be informed about the use of your personal information – UK GDPR Articles 13 & 14
  • the right to access your personal information – UK GDPR Article 15
  • the right to amend your personal information (where it is incorrect) – UK GDPR Article 16
  • the right to complain (see How You Can Complain below) – UK GDPR Article 77

In certain circumstances you may also have:

  • the right to be forgotten (also known as the right to erasure) – UK GDPR Article 17
  • the right to restrict us processing your personal information – UK GDPR Article 18
  • the right to data portability – UK GDPR Article 20
  • the right to object to us using your personal information – UK GDPR Article 21
  • the right to object to automated decision making and profiling – UK GDPR Article 22

If you wish to exercise your information rights, please contact our People Services. Please note that the UK GDPR and the DPA provides some exemptions to your information rights.

Your Personal Data On This Website

You have the right to request access to your personal information that we hold about you.

You have the right to request us to delete any of your personal data that we hold about you on this website.  However, in certain circumstances, we may refuse your request, including personal data that we are obliged to keep for administrative, legal, or security purposes.

To request these rights please email media@cadwyn.co.uk.

For more information on individual’s rights, you may wish to visit the Information Commissioner’s website

How You Can Complain

If you are unhappy with the way that we have used your personal information, you have the right to complain. In the first instance, please email our Data Privacy Officer (dataprotection@cadwyn.co.uk). If you are unhappy with our final response, you may refer your complaint onto the ICO at Wycliffe House, Water Lane, Wilmslow SK9 5AF. Telephone number: 0303 123 1113. https://ico.org.uk/

Our Regulators 

We are:

  • a Registered Society under the Co-operative and Community Benefit Societies Act 2014, registered number 18805R.
  • a Registered Social Landlord regulated by the Welsh Government, registered number L019.
  • registered with the Information Commissioner’s Office, registration number Z6736414.