Privacy Policy
Effective date: 8 December 2025
Hearing Voices Cymru (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website hearingvoicescymru.org and when you contact us in other ways.
If you have any questions about this policy, you can contact us at:
Email: hearingvoicescymru@outlook.com
1. Who we are
Hearing Voices Cymru is a support and information resource for people who hear voices, see visions or have other unusual experiences, as well as for their families, friends, and supporters.
For the purposes of data protection law (including the UK General Data Protection Regulation and the Data Protection Act 2018), we are the “data controller” of your personal information.
2. What information we collect
The information we collect depends on how you interact with us. We may collect:
2.1 Information you provide directly
For example, when you:
- Contact us by email, contact form, or social media
- Sign up to a mailing list or newsletter
- Register for events, groups, or workshops
- Make a donation or express interest in volunteering
- Request information, resources, or support
This may include:
- Name
- Email address
- Phone number
- Postal address (if you choose to provide it)
- Organisation details (if relevant)
- Communication preferences
- Any information you choose to include in free-text messages or forms
In some cases, you may choose to share information that is considered more sensitive (for example, information about your mental health, lived experience, or support needs). We only collect this information if you choose to share it with us, and we treat it with particular care and confidentiality (see section 4.3).
2.2 Information collected automatically (website usage data)
When you visit our website, we may automatically collect:
- IP address
- Browser type and version
- Device type and operating system
- Pages visited and time spent on them
- Referring website (how you arrived at our site)
This data is typically collected through cookies and similar technologies (see section 6).
3. How we collect your information
We may collect information:
- When you contact us by email (including at hearingvoicescymru@outlook.com)
- When you fill in a form on our website
- When you sign up to a mailing list or event
- When you respond to surveys or feedback forms
- Automatically, via cookies and analytics tools when you browse our website
You are not required to share personal information with us, but if you choose not to do so, we may not be able to respond fully to your enquiry or provide some services.
4. How we use your information and legal bases
We will only use your personal information when we have a lawful basis to do so. These are the main purposes and legal bases:
4.1 To respond to your enquiries and provide support
- To answer questions you send us by email or via our website
- To provide information or resources you request
Legal basis: Our legitimate interests in running our organisation and responding to people who contact us; and/or your consent where you explicitly ask us to store and use your information.
4.2 To run events, groups, and activities
- To manage registrations for groups, workshops, or events
- To send practical information (dates, times, access details, changes)
Legal basis: Performance of a contract (where you sign up for an event or service), and our legitimate interests in managing and delivering our activities.
4.3 To handle sensitive information you choose to share
In our work, people may choose to share information relating to mental health or other sensitive topics. We only use this information:
- To understand your enquiry or support needs
- To respond appropriately and safely
- To improve the relevance of information or support we offer
Legal basis: Your explicit consent (by choosing to share such details with us for a particular purpose) and, in some cases, where necessary and proportionate for the provision of support or advice within our charitable aims.
You can withdraw your consent at any time by contacting us at hearingvoicescymru@outlook.com. This will not affect the lawfulness of any processing before you withdrew consent.
4.4 To send you updates, news, or resources (where requested)
If you choose to subscribe to a mailing list or newsletter, we will use your contact details to send you updates about:
- News and activities related to Hearing Voices Cymru
- Resources, events, or opportunities relevant to our work
Legal basis: Your consent (you can unsubscribe at any time by following the instructions in our emails or contacting us).
4.5 To improve our website and services
We may use aggregated, anonymised analytics data to:
- Understand how visitors use our website
- Improve our content, accessibility, and user experience
Legal basis: Our legitimate interest in understanding and improving how our site is used.
5. Sharing your information
We only share your personal information when it is necessary and lawful to do so. We may share information:
- With trusted service providers who help us run our website, email services, or mailing lists (for example, website hosts or email newsletter platforms). These providers are required to keep your information secure and only use it in accordance with our instructions.
- When required by law, regulation, or legal process.
- If we believe it is necessary to protect someone’s vital interests (for example, serious and immediate risk of harm), in line with our safeguarding obligations.
We do not sell your personal information to anyone.
6. Cookies and similar technologies
Our website may use cookies and similar technologies to:
- Make the site work properly
- Remember your preferences
- Collect anonymous statistics about how people use the site
You can usually control cookies through your browser settings, including blocking or deleting them. Please note that disabling some cookies may affect how well our website functions.
If we implement a detailed cookie banner or tool in the future, this policy may be updated to reflect specific cookies used.
7. International transfers
Some of our service providers or tools (for example, email or newsletter platforms) may be based outside the UK or European Economic Area (EEA). Where this is the case, we will take steps to ensure your information is protected, for example by using providers that offer appropriate safeguards such as standard contractual clauses or equivalent protections under data protection law.
8. How long we keep your information
We keep your personal information only for as long as is reasonably necessary for the purposes set out in this Privacy Policy, including:
- As long as needed to respond to your enquiry or provide support
- As long as you remain subscribed to a mailing list (unless you unsubscribe)
- For as long as required by law or for safeguarding and audit purposes
When information is no longer needed, we will delete it or anonymise it so it can no longer be linked to you.
9. How we protect your information
We take appropriate technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, or disclosure, including:
- Using secure systems and, where appropriate, password protection or encryption
- Restricting access to personal information to those who need it for their role
- Reviewing our data handling practices from time to time
However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
10. Your rights
Under UK data protection law, you have certain rights in relation to your personal information. Subject to certain conditions and exemptions, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate or incomplete information
- Delete your information (the “right to be forgotten”)
- Restrict how we use your information
- Object to certain types of processing (including direct marketing)
- Withdraw consent where we rely on your consent to process your data
- Data portability (in some cases, to receive your data in a structured, commonly used, machine-readable format)
To exercise any of these rights, please contact us at:
hearingvoicescymru@outlook.com
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data. More information is available on the ICO’s website.
11. Children and vulnerable people
Our work may involve people who are vulnerable or distressed. We handle all personal information, especially from children or vulnerable adults, with additional care and confidentiality.
If you are under 16, we recommend that you involve a parent or guardian when sharing personal information with any organisation online.
12. Links to other websites
Our website may contain links to other websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any third-party websites you visit.
13. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. Any changes will be posted on this page with an updated “Effective date” at the top.
We encourage you to review this page periodically to stay informed about how we protect your information.
14. Contact us
If you have any questions, concerns, or requests about this Privacy Policy or how we handle your personal information, please contact us: