Privacy Policy

Fast Track Cymru

Fast Track Cymru is committed to protecting your privacy and handling your personal data transparently and securely. This Privacy Policy explains how we collect, use, store, and protect your information when you interact with us through our website, including when you complete our contact form, subscribe to our newsletter, or download resources.

1. Who We Are

Fast Track Cymru is the data controller responsible for your personal data.

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: fasttrackcities@hiv.wales
Postal Address: Fast Track Cymru, Unit D, Tramshed Tech, Pendyris Streer, CF11 6BH

2. What Information We Collect

We may collect and process the following categories of personal data:

A. Information You Provide Directly

When you:

  • Complete a contact form

  • Subscribe to our newsletter

  • Download resources

  • Register for an event, conference, webinar, or training session

We may collect:

  • Full name

  • Email address

  • Telephone number (if provided)

  • Organisation name

  • Job title

  • Billing details (where events are paid)

  • Accessibility or dietary requirements

  • Any information included in messages or enquiry fields

B. Special Category Data (If Applicable)

For certain events, conferences, or public health initiatives, you may choose to provide additional information such as:

  • Accessibility requirements

  • Health-related information (e.g., dietary needs)

We will only process this information where it is necessary for event delivery or to meet accessibility obligations, and we will handle it with appropriate safeguards in place.

We do not require or request disclosure of sensitive health information unless explicitly relevant to a specific programme and clearly explained at the point of collection.

C. Website Usage Data

When you visit our website, we may automatically collect:

  • IP address

  • Browser type and version

  • Pages visited

  • Time and date of visit

  • Referral source

This information is collected via cookies or analytics tools (see Section 9).

3. How We Use Your Information

We use your personal data to:

  • Respond to enquiries submitted via our contact form

  • Provide access to downloadable resources

  • Process registrations for events, conferences, webinars, and training

  • Manage event attendance, including sending joining instructions and updates

  • Provide reasonable adjustments for accessibility

  • Process payments (where applicable)

  • Send newsletters and updates where you have subscribed

  • Monitor and evaluate event attendance and impact

  • Improve our website, communications, and services

  • Comply with legal and regulatory obligations

We will only use your information for the purpose for which it was collected unless we reasonably consider the new use to be compatible with the original purpose.

4. Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Consent – When you subscribe to newsletters or voluntarily provide specific information.

  • Contract – When processing is necessary to deliver an event or service you have registered for.

  • Legitimate Interests – To respond to enquiries, administer events, and improve our services.

  • Legal Obligation – Where processing is required to comply with applicable laws.

Where we process special category data (such as accessibility or health-related information), we do so based on explicit consent or where necessary to meet equality and safeguarding obligations.

You may withdraw consent at any time.

5. Event and Conference Registration

When you register for an event, conference, webinar, or training:

  • Your details will be used to manage your registration and attendance.

  • We may contact you with event updates, joining instructions, or post-event materials.

  • We may collect attendance data for reporting and funding purposes (where relevant).

  • For in-person events, we may use sign-in sheets or badge systems to record attendance.

If photography, filming, or recording takes place at an event, you will be informed in advance. You will have the opportunity to opt out where appropriate.

6. Newsletter Communications

If you subscribe to our newsletter:

  • We will use your email address to send news, updates, and information about Fast Track Cymru activities.

  • You can unsubscribe at any time by clicking the unsubscribe link in our emails or contacting us directly.

  • We do not sell or share your data for third-party marketing purposes.

7. Data Sharing

We do not sell your personal data.

We may share your data with trusted third-party providers who support our operations, including:

  • Website hosting providers

  • Event management platforms

  • Email marketing systems

  • Payment processors (for paid events)

  • IT support services

All third-party providers are required to process your data securely and in accordance with data protection law.

We may disclose information if required to do so by law.

8. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

  • Managing enquiries

  • Delivering events and training

  • Maintaining subscription records

  • Meeting legal, accounting, or reporting requirements

When data is no longer required, it will be securely deleted or anonymised.

9. Cookies

Our website may use cookies and similar technologies to:

  • Ensure the website functions properly

  • Analyse website traffic

  • Improve user experience

You can manage or disable cookies via your browser settings.

10. Data Security

We implement appropriate technical and organisational measures to protect personal data from:

  • Unauthorised access

  • Loss

  • Misuse

  • Alteration

  • Disclosure

While we take reasonable steps to protect your data, no internet-based system can be guaranteed to be completely secure.

11. Your Rights

Under UK data protection law, you have the right to:

  • Request access to your personal data

  • Request correction of inaccurate or incomplete data

  • Request erasure of your data

  • Request restriction of processing

  • Object to processing

  • Withdraw consent at any time (where applicable)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact us using the details in Section 1.

You may also contact the ICO:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113

12. Changes to This Policy

We may update this Privacy Policy from time to time. The most recent version will always be available on our website and will include the date of the latest revision.

 

Published February 2026

To be reviewed April 2026