At Cygnet Evaluation, we are committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what personal information we collect, how we use it, how we keep it secure, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Cygnet Evaluation is an independent evaluation consultancy based in Wales, providing research, evaluation, facilitation and learning services to charities, community organisations, public bodies and social enterprises.
 

Data Controller

Jenny Phillips
Cygnet Evaluation
Email: hello@cygnetevaluation.org
Website: www.cygnetevaluation.org

What information we collect

Depending on how you interact with us, we may collect:

​

• Your name

• Email address

• Telephone number

• Organisation

• Job title

• Information you include in enquiry forms or emails

• Information you choose to share during meetings or workshops
   

Information collected automatically
When you visit our website we may collect:

• IP address

• Browser type and version

• Device information

• Pages visited

• Time spent on the website

• Referring website
   

This information helps us understand how people use our website and improve its performance.
 

How we use your information

We use your personal information to:
 

• Respond to enquiries

• Provide our consultancy services

• Prepare proposals and contracts

• Deliver research and evaluation projects

• Manage our relationship with clients

• Send information you have requested

• Improve our website

• Meet our legal and contractual obligations
   

We do not sell your personal information to third parties.
 

Lawful basis for processing

Under UK GDPR, we process personal information on one or more of the following lawful purposes:
 

• Consent – where you have chosen to contact us or subscribe to updates.

• Contract – where processing is necessary to deliver our services.

• Legitimate interests – to operate and improve our business and communicate with potential clients.

• Legal obligation – where we are required to keep records for tax, accounting or legal purposes.
   

Cookies

Our website may use cookies to improve your browsing experience and understand website usage.

Cookies are small text files stored on your device.

Where required, we will ask for your consent before placing non-essential cookies on your device.

You can manage or disable cookies through your browser settings.
 

Third-party services

We may use trusted third-party providers to operate our website and business, such as:

• Website hosting

• Email services

• Website analytics

• Online meeting platforms

• Cloud storage
   

These providers only process personal information on our behalf where appropriate safeguards are in place.

Research and evaluation projects
 

As an evaluation consultancy, we often process information on behalf of clients.

In these circumstances:
 

• our client is usually the Data Controller;

• Cygnet Evaluation acts as the Data Processor unless otherwise agreed;

• we only process personal information in accordance with our client’s instructions and applicable data protection law.
   

Where we collect information directly from research participants, we provide separate participant information and privacy notices explaining how their information will be used.
 

How long we keep information

We only keep personal information for as long as necessary.
 

Retention periods depend on the type of information and the purpose for which it was collected.
 

For example:

• General enquiries are normally retained for up to 12 months.

• Client project records are retained in accordance with contractual and legal requirements.

• Financial records are retained for the period required by UK tax legislation.
   

Keeping your information secure

We take appropriate technical and organisational measures to protect personal information from unauthorised access, loss or misuse.
 

These measures include:

• password-protected systems;

• secure cloud storage;

• encrypted devices where appropriate;

• restricted access to project information.
   

Sharing information

We only share personal information where necessary:
 

• with trusted service providers supporting our business;

• where required by law;

• where necessary to deliver services agreed with our clients.
   

We do not sell or rent personal information.
 

Your rights

Under UK GDPR you have the right to:
 

• access your personal information;

• request correction of inaccurate information;

• request deletion of your information in certain circumstances;

• restrict processing;

• object to processing;

• request transfer of your data where applicable;

• withdraw consent where processing is based on consent.
   

To exercise any of these rights, please contact us using the details above.
 

Complaints
 

If you are unhappy with how we have handled your personal information, we encourage you to contact us first so that we can try to resolve your concerns.
 

You also have the right to complain to the Information Commissioner’s Office (ICO).

Website: www.ico.org.uk

Telephone: 0303 123 1113
 

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, our services or our business practices.

The latest version will always be published on this page.
 

Contact

If you have any questions about this Privacy Policy or how we process personal information, please contact:

Jenny Phillips
Email: hello@cygnetevaluation.org
Website: www.cygnetevaluation.org