1. Introduction

• 1.1  Trac Cymru’s objects are to ‘advance the education of the public by promoting the use of traditional and tradition-based arts including – but not exclusively – music, song and dance, by activities designed to increase participation and raise standards’. Trac Cymru will pursue these objects within the context of its Cultural Policy.

2. Trac Cymru’s Cultural policy

• 2.1  Trac Cymru’s Cultural policy

  • 2.1.1. respects the traditional

  • 2.1.2. respects the contribution of people from all age groups

  • 2.1.3. respects the principles of equal opportunity

  • 2.1.4. respects the cultural heritage of the Welsh language

• 2.2  Trac Cymru’s main aim is to ensure the continuation of the traditional culture of Wales – it was established in reponse to a genuine concern that this continuation is in danger.

• 2.3 Trac Cymru recognises that its role is potentially endless since the terms ‘tradition’ and ‘culture’ are so wide. Given this, in the context of Trac Cymru’s core function the terms are interpreted as follows:

  • ‘culture’ refers to the various art-forms

  • ‘tradition’ refers to that which is unique to any given community and deeply rooted in that community.

• 2. 4 Trac Cymru works towards the preservation, continuation and development of those art forms that are unique to the communities of Wales and that have deep roots in Wales.

3. Priorities

• 3.1  Given the very broad nature of the field, Trac Cymru accepts that it is necessary to prioritise specific aspects of the above – and will support the work of other sister agencies and network closely with them to realise activities that promote similar objects.

• 3.2 Trac Cymru prioritises projects

  • 1. that are based on music – whether it be instrumental, vocal or played for dance
    2. those which involve more than one art form.
    3. those which hand over the story – as tales, myths or ballads etc

• 3.3  In accordance with Trac Cymru’s educational object, and its concern to see the continuation of the tradition, we will emphasise in the first place projects that hand over the tradition and create opportunities for people to adopt the tradition i.e. where the main focus is on the audience or the receivers rather than on the performers or providers and creators.

• 3.4  In the second place, Trac Cymru supports the creative development of the tradition, and in this, promotes the holders of the tradition and attempts to ensure a platform for their work in and beyond Wales.

Reviewed and agreed by Trac Cymru’s Board of Trustees on 20 September 2022.

1. Introduction

• 1.1 Trac Cymru is the national organisation with responsibility for developing traditional music in Wales. Trac Cymru recognises the importance of providing a fully bilingual service to artists and the public.

• 1.2 Trac Cymru has adopted the principle that, in the conduct of public business in Wales, it will treat Welsh and English on a basis of equality. This policy sets out how we will give effect to that principle in the provision of services to the public in Wales.

• 1.3 Trac Cymru recognises that members of the public can express their views and needs better in their preferred language, that enabling them to use their preferred language is a matter of good practice rather than a concession, and that the denial of that right could place members of the public at a real disadvantage. Trac Cymru will, therefore, offer the public the right to choose to use either Welsh or English in its dealings with it.

• 1.4 Trac Cymru works in partnerships with various organisations. When working with others Trac Cymru accepts that it has a responsibility to bring linguistic considerations to the attention of all partners.

• 1.5 All measures contained in this Welsh Language Policy will apply to all our activities. It is Trac Cymru’s intention to deliver an equally high standard of service in both Welsh and English.

2. Written Correspondence

• 2.1 Artists, arts organisations and members of the public are welcome to correspond with us in either Welsh or English, according to their choice.

• 2.2 Letters received in Welsh will be sent a reply in Welsh. Trac Cymru will reply to all correspondence, Welsh or English, within the same time scale.

3. Telephone

• 3.1 Trac Cymru welcomes telephone calls in Welsh. Incoming calls will be greeted bilingually, thus making it clear to all callers that they are welcome to use the language of their choice.

• 3.2 Pre-recorded answering machines will carry a bilingual recorded message and callers are welcome to record a message in either language. The response to the recorded message will be in the language used by the caller.

4. Other Forms of Contact with the Public

• 4.1 If Trac Cymru holds an activity in which the public are involved, it will enable members of the public to contribute in Welsh or in English. It will do so by putting a range of measures in place, which may include, where appropriate

  • a) translation facilities

  • b) a bilingual chair, panel members, or project leader

  • c) appropriate instructions to ensure inclusivity.

• 4.2 Any public activities will be advertised bilingually and Trac Cymru will have staff present who can greet people and conduct business in Welsh.

5. Corporate Identity

• 5.1 Trac Cymru adopts and presents a fully bilingual corporate identity, displaying its name (and address, where appropriate) bilingually on all logos, headed paper, business cards, identity badges and other corporate materials and goods.

• 5.2 On all Trac Cymru corporate materials, goods and signage, the format, size, quality, clarity and prominence of the languages will be the same, and the languages will be treated on a basis of equality.

6. Publishing and Printing Material

• 6.1 All Trac Cymru written or electronically transmitted material directed at the general public in Wales will be published in bilingual form, or in Welsh and in English. In all cases the format, quality, clarity and prominence of the two languages will be the same and the two languages will be treated on a basis of equality.

Reviewed and agreed by Trac Cymru’s Board of Trustees on 20 September 2022.

1.  Introduction

• 1.1 The intention of this policy is to ensure that all employees, volunteers, contractors and partners, both potential and actual, are treated equally and as individuals regardless of age, disability, ethnic or national origin, gender, gender reassignment, marital or parental status, nationality, political belief, race, religion or sexual orientation.

• 1.2 This includes eliminating, within the framework of existing legislation (The Equality Act 2010), discrimination in its own policies and practices and those areas over which it has influence.

• 1.3 The policy is set within the framework of Trac Cymru’s other policies, including Culture and Welsh Language, all of which are available to members of the public.

• 1.4 This Equalities Policy will be implemented across all aspects of Trac Cymru’s work:

  • the appointment of any committees and working groups;

  • the appointment of staff, their conditions of service and employment procedures;

  • policy making and funding schemes;

  • all dealings with the public and partners;

  • design and execution of all activities

• 1.5 Trac Cymru itself will be responsible for ensuring that the policy is implemented effectively, through a process of regular consultation across all of its work.

2. Equal Opportunities

• 2.1 Trac Cymru is committed to implementing a policy which promotes equality of access to a full range of arts events for people of all ages, abilities, cultures and communities.

• 2.2 Auditing, Monitoring and Evaluation

  • Trac Cymru has adopted the Voluntary Arts Wales Monitoring and Evaluation procedures and will devise a reporting system which includes opportunities for participants to offer information to inform our Equalities progress.

• 2.3 Targeted Programmes

  • Where, through its monitoring, Trac Cymru identifies particular instances of under-provision, it will consider whether to establish specific targeted initiatives or programmes designed to enable particular sections of the community to reach the threshold of knowledge, experience and understanding in accessing the arts possessed by others. Such programmes will focus on issues of training, special partnership development and projects demonstrating good practice.

3.  Employment Policy

Trac Cymru is committed to a policy of equality of opportunity in its employment practice. In particular Trac Cymru aims to ensure:

• 3.1 that no job applicant or employee receives less favourable treatment than another on the grounds set out above (para 1.1);

• 3.2 that no job applicant or employee is placed at a disadvantage by requirements or conditions which have a disproportionately adverse effect on his/her section of the community;

• 3.3 that where appropriate and where permissible under equal opportunity employment laws, employees of under-represented groups will be given training and encouragement to achieve equality of opportunity within the organisation.

• 3.4 There are detailed policies elsewhere to cover volunteers,

• 3.5 and the additional requirements which may apply to applicants with criminal records.

Reviewed and agreed by Trac Cymru’s Board of Trustees on 20 September 2022.

1. Context of the Policy

• 1.1  We recognise the vital role freelance workers play in the cultural sector, and how much we have to gain from these relationships. We believe it is important to acknowledge the challenges that freelancers face that are not shared by salaried staff, and to find ways of providing employment on an equitable basis. This policy sets out our commitment.

• 1.2  Trac Cymru employs artists, tutors and project staff on a freelance basis, primarily to deliver creative learning activity or develop artistic work with us. 

• 1.3  Trac Cymru is taking positive action to implement inclusivity and diversity in our workforce and actively seeks to offer opportunities to members of under-represented communities. (See also our EDI Policy and Plan.)

• 1.4  We are committed to treating freelancers fairly and respectfully, recognising that they do not benefit from the same terms and conditions as salaried staff. We value the collaborations with freelance staff which enhance Trac Cymru’s ability to deliver its work. This commitment is demonstrated by the following:

2.  Contact and Communication

• 2.1  Trac Cymru is a bilingual organisation, and welcomes contact in Welsh or English. Some roles offered to freelancers may require the ability to use the Welsh language, and this requirement will be clearly stated in any publicity.

• 2.2  Freelancers will always have a named point of contact within the organisation, and access to other staff to support their work and practice.

• 2.3  We value freelancers’ time and will seek to maximise the effectiveness of contact time and meetings, and save travel time and costs by offering opportunities to talk by phone or meet online.

• 2.4  If we are contracting you on a freelance basis to deliver a programme of work, you will be given a written brief and a line manager. We will discuss all relevant areas of delivery expected from both of us.

• 2.5  Freelancers working regularly with us become part of the fabric of who we are and will be included in relevant organisation-wide communication, invited to all-staff meetings and special events.

• 2.6  We acknowledge how time-consuming administration is and will always look at ways to keep this to a minimum for freelancers in areas such as contracts and information based forms.

3.  Orientation and access

• 3.1  We will ask if freelancers have any access requirements when we start working with you. We endeavour to meet the access requirements of all members of staff, including freelancers.

• 3.2  If you are new to Trac Cymru, we will give you an orientation session when you begin your work with us. We will largely leave you to get on with your work but you will always have a named person to respond to any questions.

4.  Professional Development and Training

• 4.1  If we offer freelancers support and training we will always be clear about what that is, and when it will be available.

• 4.2  Wherever possible, we will open up training sessions available to salaried staff to freelancers who work regularly with us.

• 4.3  Freelancers working with Trac Cymru will be offered an opportunity to observe a Board meeting. This is part of our wider commitment to operate as transparently as possible, reduce the mystique around boards, and equip more freelancers with the knowledge and experience that might encourage you to apply to boards in the future.

5.  Fees and Payments

• 5.1  Trac Cymru prioritises paying freelancers as quickly as possible, and aims to pay within 14 days of receipt of invoice.

• 5.2  We do not require freelancers to fill out supplier forms, and will make payments on submission of an invoice which provides the following information:

  • – Contact details including email and phone number

  • – Date, nature of work undertaken and agreed fee

  • – Bank or building society account details, to enable electronic payments

• 5.3  We always agree fees and payment schedules in advance.  Trac Cymru is an accredited Living Wage Employer and is committed to pay at the recommended union rates, eg Musicians’ Union, as a minimum. We expect freelancers to scale the activity to fit within the available fee, not to reduce your fee or work unpaid hours. We want freelancers to tell us if our expectations are bigger than the fee available.

• 5.4  We acknowledge that freelancers have to make provision for your own sick pay, holiday pay, pension, training and development and other costs within your fees, so we expect rates to be higher than the salaried equivalent.

• 5.5  Freelance staff are responsible for their own tax and National Insurance. We will ask you to confirm this on your invoice together with your Unique Tax Reference (UTR) number.

• 5.6  We do not expect freelancers to subsidise Trac Cymru’s cashflow. We will arrange advance payment or part-payment where appropriate and either pay directly or repay expenses as soon as possible.

6.  Planning and Agreements

• 6.1  We will always agree fees, arrangements, responsibilities, timescales and deadlines for activity in writing. This will not always be a formal contract but may take the form of a letter of agreement or email exchange. We are happy to provide more formal paperwork if requested.

• 6.2  If delivery circumstances change, for Trac Cymru or for freelance staff, we will try to find alternative ways for freelancers to engage in the contracted work and receive payment as planned, providing that alternatives (streaming, blended delivery, online) are appropriate, practical and possible for the purpose of the work.

• 6.3  We will always agree in writing and in advance what will happen in terms of fees if the activity is postponed or cancelled.

7.  Safeguarding and Policies

• 7.1  We may require you to have an up to date DBS check to carry out your work with us. If so, we can make arrangements for this. 

• 7.2  We require freelancers working for Trac Cymru to be aware of our policies, which are available on our website, in particular those on Safeguarding, Privacy, Equalities and the Welsh Language, in advance of carrying out work for us.

8.  If things go wrong

• 8.1  Freelancers should not engage in any activity whilst under our employ which could result in adverse publicity to the organisation or prevent you from performing your duties and responsibilities to our satisfaction. When delivering on behalf of Trac Cymru you will appreciate that your behaviour reflects on our image and we reserve the right to take appropriate action if you do not comply with this provision.

• 8.2 In the event of anything going wrong, we hope our own systems will pick this up, and that by establishing honest relationships based on trust, freelancers will feel able to tell us if something goes wrong. Any issues can be raised with your main point of contact or directly with Trac Cymru’s Director. We will always respond.

Adopted by Trac Cymru’s Board of Trustees on 29 June 2022, reviewed and agreed 20 September 2022. Trac Cymru would like to thank ARC Stockton for the source input adapted to create this policy.

1. Introduction

• 1.1 Trac Cymru is committed to safeguarding the welfare of children and vulnerable adults by seeking to protect them from physical, sexual and emotional harm.

• 1.2 Trac Cymru intends to implement this policy by making all staff and volunteers aware of it.

2. Managing Risk

• 2.1  The following steps will be taken by the organisation to minimise the risk to children and vulnerable adults:

  • 2.1.1 identify the situations where there is a significant risk. Any project which involves substantial contact with children and vulnerable adults should:-

  • 2.1.2 plan the working environment so as to minimise any risks to clients; this includes people, working space and routes to and from the place of work.

  • 2.1.3 keep to a minimum one to one unsupervised contact, including car journeys

  • 2.1.4 avoid staff and volunteers visiting clients’ homes or inviting them to their own homes unless others are present

• 2.2  Training  Trac Cymru will provide appropriate training for staff and volunteers on Safeguarding/ working with children and vulnerable adults.

3. Staff and Volunteers

• 3.1  Recruitment As part of the recruitment process applicants should be asked:-

  • 3.1.1 to disclose any criminal conviction

  • 3.1.2 to provide evidence of their identity

  • 3.1.3 give details of any past work with children & vulnerable adults

  • 3.1.4 to give the names of referees who can comment on any previous work with children or vulnerable adults

  • 3.1.5 Where the applicant has not previously worked with children or vulnerable adults they should be asked for a character reference who can comment on their suitability.

  • 3.1.6 DBS checks will be carried out as part of project preparation.

• 3.2. Probationary period  All staff and volunteers should have a probationary period where they should be supervised. The supervisor should make an effort to observe them at work during this period. Should their initial probationary period not involve them in work with children or vulnerable adults during this period, then at their first occasion of working with such groups they should be supervised. Comments on their work should be entered on the personnel file by their supervisor.

• 3.3  Disclosure  It should be made clear to all members of staff and volunteers that it is their duty to bring to the notice of the organisation any suspicious behaviour and report promptly any allegations.

4. Responding to concerns around protection issues

• 4.1  Any concern should be shared with the designated project leader and/or to the chair of trac. The chair should as soon as possible be informed that an investigation has begun, and who is carrying out that investigation.

• 4.2  There are very few life and death emergencies in child protection. Time should always be taken to reflect on the information, think through possibilities and plan a course of action. There should be an awareness of the impact on staff, volunteers and families and the need for support during any process of investigation.

• 4.3  Information should be collected with regard to:

  • 4.3.1 The nature of the concern

  • 4.3.2 Where the information came from

  • 4.3.3 What other information is known about the individual and their family

  • 4.3.4 The member of staff or volunteer’s view

All information collected should be treated as confidential and be discussed only with the project leader and those trustees involved in the investigation.

• 4.4  Whoever is carrying out the investigation should:

  • 4.4.1 give a written report to the board of trustees

  • 4.4.2 recommend what action should be taken

  • 4.4.3 inform other authorities such as the police or social services in a timely manner if appropriate

• 4.5  After any concern has been investigated the board will review the effectiveness of its procedures. Such a review should in any case take place annually. The human resources sub committee, together with the chair, should take responsibility for instigating this review.

• 4.6  Emergencies

  • 4.6.1 If someone is seriously injured a member of staff or volunteer should ensure medical attention is given as soon as possible

  • 4.6.2 In cases of actual assault or if someone is threatening harm, staff or volunteers should ring the police immediately.

Reviewed and agreed by Trac Cymru’s Board of Trustees on 20 September 2022.

1. Introduction

• 1.1  This policy sets out the broad principles for voluntary involvement in Trac Cymru. It is of relevance to all within the organisation, including volunteers, staff, members, and those elected or appointed to positions of responsibility. 

• 1.2  This policy is endorsed by the Board of Trustees of Trac Cymru and will be reviewed annually, to ensure that it remains appropriate to the needs of the organisation and its volunteers.
  

2. Commitment

• 2.1 Trac Cymru recognises the right that people have to participate in the life of their communities through volunteering. It also acknowledges that volunteers contribute in many ways, that their contribution is unique and that volunteering can benefit users of services, staff, local communities and the volunteers themselves. trac values the contribution made by volunteers and is committed to involving volunteers in appropriate positions and in ways which are encouraging, supportive and which develop volunteering.

• 2.2 Trac Cymru recognises its responsibility to arrange its volunteering efficiently and sensitively so that the valuable gift of the volunteer’s time is best used to the mutual advantage of all concerned.

3. Definition

• 3.1  Volunteering is an important expression of citizenship as well as an important component of democracy. Volunteers are people who, unpaid and of their own free will, contribute their time, energy and skills to benefit the community.

• 4. Statement of values and principles

  • 4.1  Volunteering is a legitimate and crucial activity that is supported and encouraged by Trac Cymru and is not intended to be a substitute for paid employment. The role of volunteers complements but does not replace the role of paid staff. Appropriate steps will be taken to ensure that paid staff are clear about the role of volunteers, and to foster good working relationships between paid staff and volunteers.

  • 4.2  Volunteers will not be used during times of industrial action to do the work of paid staff.

  • 4.3  The volunteer role is a gift relationship, binding only in honour, trust and mutual understanding. No enforceable obligation, contractual or otherwise, can be imposed on volunteers to attend, give or be set a minimum amount of time to carry out the tasks involved in their voluntary activity.

  • 4.4  Likewise the organisation cannot be compelled to provide either regular work or payment or other benefit for any activity undertaken by the volunteer. 

  • 4.5  Although volunteers offer time freely and willingly without binding obligation, there is a presumption of mutual support and reliability. Reciprocal expectations are acknowledged – both of what the organisation expects of volunteers and what volunteers expect of the organisation.
    

5. Volunteer Co-ordination

• 5.1  All volunteers will have a nominated member of staff or volunteer to offer guidance and advice to help the volunteer carry out tasks effectively. Volunteers will be informed of who to contact to receive support and supervision. ‘Volunteer co-ordination’ will be explicitly referred to in all relevant job descriptions within the organisation.

• 5.2  The nominated post holder with overall responsibility for the development of voluntary activities within the organisation is the Director. This person is responsible for the management and welfare of the organisation’s volunteers.

6. Recruitment & Selection

• 6.1 Trac Cymru is committed to equal opportunities and believes that volunteering should be open to all regardless of race, gender, religion, sexual orientation, political beliefs or offending background that does not create a risk to vulnerable groups including children. The acceptance of volunteer assistance for a particular role is made on merit, the sole selection criterion being the individual’s suitability to carry out agreed tasks. Information about the volunteer not relevant to the performance of the volunteering tasks concerned will be disregarded by the organisation in terms of recruitment and selection.

• 6.2  Volunteering opportunities will be widely promoted in ways that makes them accessible to all members of the community.

• 6.3  Volunteers who are considered unsuitable for a particular task will either be offered alternative voluntary involvement with the organisation or referred to the nearest Volunteer Centre.

• 6.4  All volunteers will be asked to produce two references and will be invited to attend an informal interview. If the volunteer will be working with vulnerable groups (children and/or adults) there may be other safer recruitment procedures carried out including asking a volunteer to undergo an enhanced Disclosure and Barring Services (DBS) check. More detailed information will be made available specific to legislative requirements and to the particular volunteer position.

• 6.5  Volunteers will have a clear and concise task description, which will be subsequently reviewed as required. The task description will be prepared in conjunction with the volunteer and the designated person referred to above.

• 6.6  New volunteers will be properly inducted into the organisation

•  6.7  Volunteers will be properly briefed about the activities to be undertaken and given all the necessary information to enable them to perform with confidence.
  

7. Training & Development

• 7.1  All volunteers will be made aware of and have access to all the organisation’s relevant policies, including those relating to volunteering, health & safety, safeguarding vulnerable groups and equal opportunities.

• 7.2  Training and support for volunteers is necessary in order to equip them with the necessary information and skills to carry out their tasks. It will be the responsibility of the designated person referred to above to see that this training is provided. It is the responsibility of the volunteer to attend relevant training.
  

8. Support, Supervision and Recognition

• 8.1  Volunteers will have a named person to whom they can take their volunteering concerns and seek guidance and support.

• 8.2  Volunteers will have access to regular support and supervision. This will enable both the volunteer and the supervisor to identify, monitor and evaluate the volunteer’s involvement, recognise achievements and identify individual training needs, including that relevant to their particular volunteering role and to their wider personal development. The frequency, duration and format of these sessions will be negotiated between the volunteer and the designated officer referred to above.

• 8.3  Volunteers will be given the opportunity, where relevant, to share their views and opinions with the organisation’s wider staff, at staff meetings etc.

9. Expenses

• 9.1 Trac Cymru recognises that the reimbursement of expenses incurred in traveling to and from the place of volunteering or in the course of volunteering is important from an equal opportunities point of view. This is necessary to ensure that all individuals have access to voluntary opportunities.

• 9.2  The organisation’s volunteers are able to claim reasonable out of pocket expenses, subject to the production of receipts as evidence of the expenditure. What can be reclaimed from the organisation and the calculation of expenses will be explained to the volunteer before they start any activity likely to give rise to expenses.

• 9.3  The organisation has a consistent approach to the reimbursement of expenses which are the same for volunteers, staff, etc. and are as approved by the Inland Revenue.

• 9.4  It is the responsibility of the designated person referred to above to make volunteers aware of the procedure for the reimbursement of expenses.

10. Insurance

• 10.1  The organisation’s liability insurance policies include the activities of volunteers and liability towards them.

• 10.2  The organisation does not insure the volunteer’s personal possessions against loss or damage
  

11. Confidentiality

• 11.1  The organisation will advise the volunteer on its confidentiality policy and procedures, where relevant. This would include those relating to personal information held by the organisation relating to the volunteer.
  

12. Settling Differences

• 12.1  The organisation aims to treat all volunteers fairly, objectively and consistently. The organisation seeks to ensure that volunteers’ views are heard, noted and acted upon promptly and aim for a positive and amicable solution based on the organisation’s guidelines for settling differences.

• 12.2  The designated officer referred to above is responsible for handling problems regarding volunteer complaints or conduct and these should be referred to him/her. In the event of a problem, all relevant facts should be obtained as quickly as possible. Support will be provided by the organisation to the volunteer while it endeavours to resolve the problem in an informal manner. If an informal resolution proves impossible, the organisation’s wider disciplinary, grievance or complaints policies and procedures (which include volunteers) will be referred to.

13. Rights and Responsibilities

• 13.1  The organisation recognises the rights of volunteers to:

  • 13.1.1  know what is (and what is not) expected of them

  • 13.1.2  have adequate support in their volunteering

  • 13.13  receive appreciation

  • 13.1.4  have safe working condition

  • 13.1.5  be insured

  • 13.1.6  know their rights and responsibilities if something goes wrong

  • 13.1.7  receive relevant out-of-pocket expenses

  • 13.1.8  receive appropriate training

  • 13.1.9  be free from discrimination

  • 13.1.10  be offered the opportunity for personal development

• 13.2  The organisation expects volunteers to:

  • 13.2.1  be reliable

  • 13.2.2  be honest

  • 13.2.3  respect confidentiality

  • 13.2.4  make the most of training and support opportunities

  • 13.2.5  carry out tasks in a way that reflects the aims and values of the organisation

  • 13.2.6  work within agreed guidelines

  • 13.2.7  respect the work of the organisation and not bring it into disrepute

  • 13.2.8  comply with the organisation’s policies
    

Reviewed and agreed by Trac Cymru’s Board of Trustees on 20 September 2022.

1.  Introduction

• 1.1 All Trac Cymru staff and Trustees are encouraged to take account of environmental issues in their areas of work.

• 1.2 Trac Cymru’s operations are split between office based development work and community based development work. We have therefore concluded that our significant environmental impacts are the energy we use, the office materials we consume and the travel and transport requirements of the organisation.
  

2.  Energy efficiency

• 2.1 To improve energy efficiency all staff will be encouraged to partake in energy saving practices such as turning off lights when not needed and the sensible use of heating and ventilation. Computers and monitors will be set to standby mode when not in use.
  

3.  Materials

• 3.1 In an attempt to conserve natural resources, Trac Cymru staff will be made aware of the need to reduce our paper consumption and encouraged to carry out paper usage minimisation practices such as double sided photocopying and printing, the use of scrap paper and the development of a paperless system for internal messaging and post.

• 3.2 Every effort will be made to recycle as much of our waste materials as possible. Paper is reused or recycled and ink cartridges are stored for collection and recycling wherever possible. General waste is taken by the local County Council and is land filled; we will monitor our general waste and strive to reduce it.
  

4. Travel

• 4.2 Trac Cymru will encourage all staff to travel responsibly. Car sharing is encouraged wherever possible both internally within Trac Cymru and externally with our partner organisations.

• 4.3 The majority of staff meetings will be conducted via VOIP (voice over internet protocol) to reduce car usage.

Reviewed and agreed by Trac Cymru’s Board of Trustees on 20 September 2022.

1. Policy Statement

• 1.1 This policy establishes how Trac Cymru handles the information we learn about you when you visit our site or use our services. Protecting the privacy and personal data of our visitors and users is important to us.

• 1.2 You can browse this web site without disclosing any personal information about yourself. Our Directory includes information such as contact details which, if you have an entry, you will have given us to publish so that people can attend your events or use your musical services.

• 1.3 We do not automatically log personal data nor do we link information automatically logged by other means with personal data about specific individuals.

• 1.4 We collect only the personal data that you may volunteer while using our services, for communication purposes. We do not collect information about our visitors from other sources, such as public records or bodies, or private organisations.

2. Confidentiality / Security

• 2.1 We intend to protect the quality and integrity of your personal information. Trac Cymru has technologies and security policies to protect the stored personal data of our users from unauthorised access, improper use, alteration, unlawful or accidental destruction and accidental loss. We will continue to enhance our security procedures as new technology becomes available.

• 2.2 Trac Cymru employees who have access to personal data are obliged to respect the privacy of our visitors and the confidentiality of their personal data.

• 2.3 We ensure that your personal data will not be disclosed to third party institutions and authorities without your permission except if required by law or other regulation.

3. Cookies

• 3.1 We collect anonymous information which measures the number of visitors to the different areas of our web site, to help us make our site more useful to visitors.

• 3.2 We analyse these logs periodically to measure the traffic through our servers, the number of pages visited and the level of demand for pages and topics of interest. The logs may be preserved indefinitely and used at any time and in any way to prevent security breaches and to ensure the integrity of the data on our servers.

• 3.3 We collect this anonymous information through the use of various technologies, one of which is called “cookies”. A cookie is an element of data that a website can send to your browser, which may then be stored on your hard drive.

• 3.4 One cookie is set by the  website to handle preferred language selection and any form reloads. This first party cookie is not considered an opt-in cookie.

• 3.5 Five third party cookies are set by Google Analytics (GA). We use GA to gather anonymous information about website visits to help us make our website experience better. We also use GA in conjunction with site search data to identify how often content is searched for and accessed. We do not use this information to target advertisements or pass any data to third parties. The site will function without GA cookies. To disable the GA cookies in your browser or for more information, please follow this link http://www.aboutcookies.org/ 

4. Privacy Compliance

Our Privacy Policy is compliant with the following legislation: General Data Protection Regulation (GDPR) Data Protection Act 1998 and 2005 Freedom of Information Act 2000 Public Records Act 1958 and 1967

5. Access to your Personal Data

• 5.1 You can ask us whether we are keeping personal data about you, and you can also request a copy of that personal data. Before sending you any personal data, we will ask you to provide proof of your identity. If you are not able to provide proof of your identity, we reserve the right to refuse to send you the personal data.

• 5.2 We will make every effort to respond in a timely manner to your requests or to correct inaccuracies in your personal information. At any time, you may request that we delete or correct your personal information in our records. If you have any enquiries about our privacy statement or are requesting access to your personal data please contact: Company Manager, Trac Cymru, email trac@trac-cymru.org

Reviewed by Trac Cymru’s Board of Trustees on 20 September 2022.

1. Background

• 1.1  All organisations using the Disclosure and Barring Service (DBS) to help assess the suitability of applicants for positions of trust and who are recipients of Disclosure information must comply fully with the DBS Code of Practice.

• 1.2  The Code places an obligation on such organisations to have a written policy on the correct handling and safekeeping of Disclosure information. The following principles contained in this policy will ensure compliance with the Code in this respect.

2. Responsibilities

• 2.1  As an organisation using the DBS to help assess the suitability of applicants for positions of trust, Trac Cymru complies fully with the DBS Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information.

• 2.2 Trac Cymru complies fully with its obligations under the Data Protection Act and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information and has a written policy on these matters, which is available to those who wish to see it on request.

3. Trac Cymru Code of Practice

• 3.1    Storage and Access: Disclosure information is never kept on an applicant’s personnel file and is always kept separately and securely, in lockable storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties.

• 3.2    Handling: In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who are authorised to receive it in the course of their duties.

• 3.3   Trac Cymru will maintain a record of all those to whom Disclosures or Disclosure information has been revealed and Trac Cymru recognises that it is a criminal offence to pass this information to anyone who is not entitled to receive it.

• 3.4    Usage: Disclosure information is only used for the specific purpose for which it was requested and for which the applicant’s full consent has been given.

• 3.5    Retention: Once a recruitment (or other relevant) decision has been made, Trac Cymru will not keep Disclosure information for any longer than is absolutely necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints.

• 3.6    If in very exceptional circumstances it is considered necessary to keep Disclosure information for longer than six months, Trac Cymru will consult the DBS about this. The DBS will give full consideration to the Data Protection and Human Rights individual subject access requirement before giving consent.

• 3.7    Disposal: Once the retention period has elapsed, Trac Cymru will ensure that any Disclosure information is immediately destroyed by secure means i.e. by shredding, pulping or burning.

• 3.8    While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack).

• 3.9   Trac Cymru will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure.

• 3.10    However, notwithstanding the above, Trac Cymru will keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.
  

Reviewed and agreed by Trac Cymru’s Board of Trustees on 20 September 2022.

This section is intended to give you, the user of Trac Cymru’s services, information to assist you in raising any concerns. We are committed to providing a professional service to everyone with whom we come into contact. When something goes wrong, we need you to tell us about it. This will help us to improve our standards.

If you think that Trac Cymru has failed to deliver the service or standard that you expect of us, please let us know by raising your concerns with your immediate contact e.g. course tutor, or a member of our staff. If possible, please do this at the time the problem arises because issues can often be quickly resolved at the coal face; if you delay in bringing a problem to our attention, we will ask you for a detailed written account so that your concern can be thoroughly investigated. Once we have received your written summary, we will acknowledge receipt within three working days enclosing a copy of this procedure.

We will then investigate your complaint. This will normally be dealt with by our Director, who will write to you within 15 working days of sending the acknowledgement. If at this stage you feel that your complaint has not been satisfactorily answered you may refer your case to the Chair of the Trustees. The Chair of Trustees will review your complaint, how it has been dealt with, and may seek advice, from inside or outside Trac Cymru, on how to resolve any outstanding issues. We will write to you within 15 working days.

Our internal management procedures require all issues raised to be reported to our Director, who will inform the Chair of the Trustees, and a report of the issue will appear as an agenda item in the next meeting of the board of Trustees. The contact details of our staff are listed below. Emergencies should be dealt with as necessary to obtain the required help.

Director: Danny KilBride, cyfarwyddydd@trac-cymru.org