Ask & Act Practice Development Webinar - Note taking

DATES & TIMES

5th February 2026 - 12:00 - 13:00

WHO IS IT FOR?

This webinar is for Ask & Act trainers who have completed the Group 2 Train the Trainer.

DESCRIPTION

You’re only as good as the notes you keep. A look at best practice in note-keeping to ensure that situations are accurately reflected and all avenues of discussion and support documented. Join us for this live webinar.

If you have any questions about the training, please contact training@welshwomensaid.org.uk

Welsh Women’s Aid Privacy Notice for Course Attendees

This privacy notice explains how the training team at Welsh Women’s Aid (WWA) will use your personal and special category data, who it will be shared with and the purpose for sharing. Your personal data is defined as any information that can directly or indirectly identify you. This privacy notice explains how we keep your data safe and secure and includes information you need to know about your rights and how to exercise them.

1.1 What information do we collect?

• Name
• Job title
• Employer
• Email address
• Dietary or accessibility requirements (optional)
• Invoicing information
• Local Authority / Region *
• Regional Co-ordinator *
• Line Manager
• Department
• *Specific to Ask & Act as required information as part of the training.
• For learners attending an accredited course, additional personal data will be collected:
• Date of birth
• Home address

During the course we may also use online collaboration platforms such as JamBoard to enable virtual collaboration.

1.2 Why do we collect information about you?

We must collect and hold your personal and special category data to manage the following where appropriate:

• Course and event administration
• Accreditation purposes (if applicable)
• Pre- and post-course correspondence
• Course payment (if applicable)

To collect personal and special category data WWA needs a lawful basis for processing under Article 6 and Article 9 of the UK GDPR. For the processing of personal data, WWA will rely on the following lawful basis:

(A) Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect your personal data which overrides those legitimate interests. Whenever we use Legitimate Interest to process data, we perform a Legitimate Interest Balancing Assessment (LIA) to enable us to consider any potential impact on you (both positive and negative), and your rights under data protection laws. Your information will not be processed if our interests as a charity override your fundamental rights and freedoms according to the law.

1.3 What do we do with your information?

Your information is held securely on Microsoft SharePoint and Survey Monkey, accessible only to personnel who require the information to carry out the processes listed in 1.2.

WWA is certified under the Cyber Essentials scheme, for more information please visit www.cyberessentials.ncsc.gov.uk/ or contact DataProtection@welshwomensaid.org.uk. We have undertaken a third-party supplier assessment on all our suppliers and have identified a low risk when using these organisations. Such decisions are assessed on a regular basis and our findings are kept for record purposes. Hard copy information is stored securely at the Welsh Women’s Aid’s head office.

1.4 How long will we keep your information?

The table below provides further details about how long your personal and special category data will be held:

Training type

Agored Cymru Level 3 Accredited training

How long do we keep your information?

6 years from the course internal quality assurance date1

We regularly review our retention periods and update our Records of Processing Activities (RoPA's) accordingly. If you would like to know more about the retention of your personal information, please email the Data Protection team via: DataProtection@welshwomensaid.org.uk.

1.5 Who do we share your information with?

We share data with the following and relevant awarding bodies for accredited courses or platforms, when necessary, e.g., to deliver training to you and provide certification1. The table below provides more details about what information is shared and with whom:

Agored Cymru Level 3 Accredited training:

• Ask and Act training
• Name, email address, date of birth and home address, including postcode2
• Reasonable adjustments requests.
• Awarding body: Agored Cymru
• Name, job title and workplace
• Local authority / Region
• Regional Coordinator
• Line Manager
• If booked on the course
• If attended each part of the course.
• If submitted workbook
• If feedback provided
• When passed course and achieved certificate.

There may be certain circumstances where we would be required to share your information externally without your consent, for example, where we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations. We will only share the minimum information for the purpose, on a need-to-know basis, and with appropriate individuals.

1.6 What are your rights?

You have the right to:

Information: Individuals have the right to be informed about the collection and use of their personal data (this privacy notice). This is a key transparency requirement under the UK GDPR.

Access: Ask to see the information about you that is held by WWA (also known as a Subject Access Request)Rectification: Have information about you changed if it is not correct.

Restriction of processing: Restrict the processing of some or all your information if it is deemed to be inaccurate or we are not lawfully allowed to use it.

In addition, the following rights apply only in certain circumstances:

Avoid automated decision-making: Question decisions made about you by a computer

Erasure: Ask for us to delete some or all your information we hold about you (subject to our contractual and/or legal obligations)

Portability: The right to data portability

Withdraw consent: You can withdraw your consent to process your data at any time (if consent is our lawful basis for processing your data) by contacting us via dataprotection@welshwomensaid.org.uk.

To exercise any of these rights please contact dataprotection@welshwomensaid.org.uk

If you are unhappy with the way your request is handled or disagree with a decision made by WWA regarding your data, you can submit a complaint. In these circumstances you can contact the Data Protection Team and request a review of the decision by emailing dataprotection@welshwomensaid.org.uk.

If you are not satisfied with any outcome from the data protection team, you may wish to apply to the Information Commissioners Office at:

The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Tel: 0303 123 1113 (local rate)

1.7 Changes to Policy

We review this policy annually and may update it from time to time. If we make any significant changes in the way we treat your personal information, we will make this clear on our website or by contacting you directly.