Polisi Cwcis a Phreifatrwydd

Protecting your personal data

The Wales International Piano Festival is organised by Canolfan Gerdd William Mathias Ltd (“CGWM” or “we” or “our” or “us”).

CGWM know that you care about how information about you is used and shared and we appreciate your trust in us to do that carefully and sensibly. This notice describes our privacy policy, and sets out what information we collect from you and how we treat that information.

This privacy policy forms part of our website Terms and Conditions. It also explains how we handle any personal data shared with us through our websites, with respect to the data protection laws of England and Wales and the EU’s General Data Protection Regulation (‘GDPR’).

By visiting one of our websites (www.cgwm.org.uk, www.pianofestival.co.uk, www.gwylbiano.co.uk, www.gwyltelyncymru.co.uk, www.walesharpfestival.co.uk) you are accepting and consenting to the practices described in this Privacy Policy.

If you do not agree with this policy, please log off and clear your browser of any cookies which may have been placed in your browser by our site in the interim.

When we first obtain Personal Data from you, or when you take a new service or product from us, we will give you the opportunity to tell us if you do want to receive information from us about other services or products (as applicable). It will be presumed you do not want further details from us and you will be asked to “opt in”. You may change your mind at any time by emailing us at the address below.

We never sell your personal data to any third party. We only share your data with third parties where it is required to do so by law and or to deliver the information and or services you have requested from us. This would also only be done with respect to the laws of England and Wales and the EU’s General Data Protection Regulation.

The GDPR gives you important rights over your data which are outlined in this document.

The Types of Data We Process

We may process the following kinds of data:

  • Technical / statistical information about the type of device you use to visit our website and how you use it, what sites you have visited prior to our site (e.g. if you came to our site through a search engine or via a link from another site), data about the computer being used (eg. IP address), where you are, the type of browser you’re using, how long you use our website and the pages you viewed. This information is generally considered to be anonymous.
  • Personal data you provide to us – you may submit personal data to us through our website (e.g. when you subscribe to our email list), or ask us to contact you about our products, services or vacancies. This data may include things like your name, email address, telephone number, age, nationality, postal address and or details on a CV.
  • Data relating to any discussions or transactions carried out between you and us submitted through the website or subsequent email exchanges;
  • Any other data you send to us.

We keep this data when submitted in email form and details are added to a cloud-based and encrypted database. Sometimes we may need to ask for your explicit consent to process personal data, and when this is required we will make that request clear on relevant forms or submissions.


We use cookies on our websites to help us understand how our website is being used and to develop it with a view to providing our website visitors with a better experience. A cookie is a computer file that is sent by a web server to a web browser when someone logs onto a website. Cookies are stored by the website visitor’s browser until they automatically expire or until they are deleted by the website visitor.

The information collected by the cookies is sent back to the web server each time the browser requests a page from the server. This enables the web server to identify and track how the web browser is using our website.

The cookies we use allow us to understand things such as which pages a visitor views, for how long and how a visitor came to the website (from which source e.g. Google, Twitter, Facebook). They cannot identify a specific person’s identity. They only collect anonymous data about how a person is using our website.

You might also wish to visit the Information Commissioner’s website to find out more about cookies.

Google Analytics

We use Google Analytics to help us understand how our website is being used so that we can improve how it functions and our services. Google Analytics generates statistical and other information about how websites are used by using cookies.

Google may store this anonymous data in its servers in multiple locations across the world. You can find their privacy policy and more detail about the information they collect on their website here www.google.com/privacypolicy.html.

Linking to Third-Party Websites

From time to time, we may publish a link on our website to a third-party website, perhaps to provide you with access to additional information or some other resource. We are not responsible, or liable, for the management, content or security of those third-party sites. As such, we would actively encourage visitors to review any such site’s privacy policy before disclosing any personal information.

Third Party Services

We may permit selected third-party companies to use your personal information in order for us to provide a service to you. These selected third parties will be subject to obligations to process your personal information in compliance with the same safeguards that we deploy.

We work carefully with selected data processing companies such as:

  • The Rocket Science Group: We use their the Mail Chimp marketing platform.
  • Stripe: We use this company to process card payments made through our website.
  • Google Analytics: We use Google Analytics to provide us with statistical data about how our website is used.
  • DreamHost: Who we use to host some of our websites and email services.


We may use your information to market to you, of which is subject to having obtained specific consent. Marketing may consist of updates and offers about our products and services.

We will ask for your consent at the time we collect your data to conduct marketing. Marketing services will be communicated via email, SMS, letter, telephone, and will be based on the preferences you select. You have the right to withdraw your consent at any time by contacting us or unsubscribing from our email list (a link is included on each marketing email).

Using Personal Data

Any personal data you provide to us may be used for the purposes specified in this privacy policy or in relevant parts of the website.

With respect to Article 13 of the EU’s GDPR, this website processes personal data on the basis of: 

  • Consent:the individual has given clear consent for you to process their personal data for a specific purpose.
  • Contract:the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
  • Legitimate interests:the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. ​

We may also use anonymous or personal data to:

  • administer the website;
  • improve your browsing experience by personalising the website;
  • enable your use of the services available on the website;
  • send to you downloads purchased via our website;
  • send information to you about our services, statements and or invoices, and collect payments from you;
  • send you non-marketing communications e.g. updates about the status of your purchase or relating to your enquiry;
  • contact you via email, phone and or post with information you have knowingly requested or that we think you may want to know or need to know e.g. for business or legal reasons;
  • send to you our newsletter and other relevant marketing communications which we think may be of importance or interest to you by phone, post, email or similar technologies;
  • provide third parties e.g. Google with statistical information about our website visitors. This information will not identify any specific individual; and
  • deal with enquiries and complaints made by or about you relating to the website.

Other Disclosures

In addition to the disclosures reasonably necessary for the purposes identified elsewhere in this privacy policy, we may disclose information about you:

  • to the extent that we are required to do so by the laws of England and Wales and the EU’s GDPR;
  • in connection with any legal proceedings or prospective legal proceedings;
  • in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

International Data Transfers

Depending on the nature of your enquiry and relationship with us, personal information that you consent to provide to us may be processed in the UK and or in locations outside the UK in order to deliver our service to you.

Data Security

We have taken reasonable technical and procedural precautions to prevent the loss, misuse or inadvertent alteration of your personal data. We will store all the personal data you provide in secure servers or systems.

However, we cannot guarantee the security of any data you choose to send to us over the internet. Our website does however use an SSL certificate to help ensure that any information sent to us through it, is more secure than it otherwise would be.

Key Rights according to GDPR

The GDPR gives you important rights over your data. This means you can:

  • Object to your data being processed
  • Ask us to delete it
  • Ask us to rectify it
  • Ask us to restrict the use of it
  • Ask for access to it
  • Ask for it to be ported (transferred)
  • Confirm what data we process and why

You can submit a Subject Access Request to us in relation to your rights above by contacting us. We comply with these requests within one month (unless there are mitigating circumstances e.g. legal reasons not to.)

Giving and Withdrawing your Consent to be Contacted

In certain circumstances, we may need to have your consent to process your data.

  • We may ask for your consent, for example, when you fill in one of our contact forms and you provide your consent by ticking the box on the form.
  • We also keep a record of your consent until we no longer need to.

You can withdraw your consent at any time by contacting us.

Deleting Your Personal Data

You may also instruct us to delete any and all information we hold about you at any time.

We will endeavor to do this with respect to your wishes and compliance with the applicable laws of England and Wales and or EU laws and regulations i.e. GDPR.

We will endeavour to delete all the information we hold about you in the time frame you request, but depending on the nature of your request, and any third parties involved, this may not be possible.

This is because of our legal obligation to retain certain types of customer information for certain time periods e.g. for tax and or accounting purposes, we may need to keep your contact details on file for longer periods if they appear on an invoice or receipt for example.

In any and all cases, we only ever keep information on file for as long as it is needed with respect to the services you have enquired about and or that we have agreed to provide you, or to meet a legal requirement.

You can instruct us to do this at any time by contacting us.

Updating Your Personal Data

You can and should instruct us to correct or update any personal information we hold about you e.g. if you change your name or address for instance.

You can instruct us to do this at any time by contacting us.

Finding out More About Your Rights under GDPR

You can find out more about your rights according to GDPR by visiting the Information Commissioner’s website (UK).

Changes to this Policy

We may update this privacy policy from time-to-time by posting a new version on our website.

You should check this page occasionally to ensure you are happy with any changes. If you have any questions about this policy, please contact us as soon as possible and we will endeavour to answer your question as quickly and clearly as we can.

This policy was updated on July 2018.