Last Updated: 23.03.2026
Version: 1.1
1. Who We Are
Awel Aman Tawe (AAT) is a community energy and regeneration charity focused on the Upper Aman and Tawe Valleys, and undertakes projects across Wales through its associated co-operative entity, Egni.
Address:
Hwb y Gors
Heol y Gors
Cwmgors
Neath Port Talbot SA18 1RF
We deliver a wide range of community focused support, including:
- Energy advice — helping individuals understand and reduce their energy usage, improve their home efficiency, and manage energy bills. We also provide similar services for community buildings and companies.
- Community support services — providing tailored assistance to people experiencing challenges such as fuel poverty, financial hardship, needing energy efficiency advice, or living in cold homes.
- Wellbeing assistance — supporting individuals with health conditions, vulnerabilities, low incomes, and those requiring additional community assistance.
- Community transport services (Taith)— helping residents access essential appointments, community activities, wellbeing sessions, and social events, particularly where public transport options are limited.
- Hwb y Gors community activities — offering a welcoming community hub that delivers informal support, drop-in advice, workshops, social groups, and community engagement opportunities.
- Support with community events and local initiatives — planning, hosting, and supporting local events, gatherings, and activities that strengthen community connection, promote wellbeing, and encourage participation.
- Education – working with schools to support projects relating to climate change and sustainability.
- Co-operatives – managing the two Co-ops we have set up, Egni and Awel. We manage the financial investment from our Co-op members and ensure the renewable energy assets owned by both co-ops are operating as effectively as possible.
This Privacy Statement explains what personal information we collect about you, how we use it, how we keep it safe, and who we share it with. We want you to be fully informed about your rights and the way your information is processed. If you have questions, you can contact us at any time.
2. How to Contact Us
General Contact
01269 839498
admin@awel.coop
Data Protection Contact
Felicity Crump
01639 830870
felicity@awel.coop
3. Why We Process Your Personal Information
We collect, process, and store personal information so we can:
- Provide you with energy advice and personalised support
- Understand your needs and circumstances
- Identify vulnerability and ensure you receive appropriate help
- Support your wellbeing or health related needs
- Communicate with you about your case
- Deliver programmes funded by local authorities or external funders
- Evidence our impact for reporting and auditing
- Undertake the range of community projects listed above
- Improve our services
4. When We Collect Your Information
We collect information from the first moment you contact us.
Information you give us includes:
- When you request our services
- When you complete a referral, assessment, or form
- When you respond to surveys or evaluations
- When you contact us via email, telephone, social media, or in person
- When you provide supporting documents (energy bills, letters, health info)
- When you make a complaint
Information others give us includes:
Referral partners may share information about you so we can provide a service. These may include:
- Local Authorities
- Tai Tarian
- Support agencies (CAB, The Wallich, Platform, TAF)
- Other community groups
- Health or social care professionals
- Schools
5. What Information We Collect
We only collect information necessary for us to support you effectively.
5.1 Personal Information
- Name
- Address
- Phone number
- Email address
5.2 Service Related Information
- Energy usage data
- Information about your property’s energy efficiency
- Notes from support sessions
- Records of contact (emails, phone calls, letters)
- Journey booking details (pickup/drop-off locations, times, destinations)
- Mobility requirements (wheelchair use, assistance needs)
- Escort/carer information (if travelling with user)
- Driver allocation records
- Mileage and journey logs
- Emergency contact details (where relevant)
5.3 Special Category (Sensitive) Information
- Health information
- Disabilities
- Vulnerability indicators (e.g., risk of harm, energy poverty, safeguarding concerns)
- Safeguarding information relevant to safe transport provision
- Risk assessments relating to passenger safety during journeys
- Information about behaviour, medical risks, or mobility needs that may affect transport delivery
6. Why We Collect It – Detailed Purpose & Legal Basis Table
Table: What We Collect, Why, and Our Legal Basis
| What we collect | Why we collect it | Legal basis |
| Personal information (name, address, contact details) | To provide support, contact you, tailor energy advice, maintain accurate records | Legitimate Interests; Legal Obligation |
| Energy usage information | To assess your energy needs and provide personalised advice | Legitimate Interests |
| Vulnerability information | To ensure we provide appropriate support and identify additional needs | Legitimate Interests; Article 9 substantial public interest (supporting vulnerable people) |
| Health information | To provide tailored support, identify needs and ensure safe service delivery | Legitimate Interests; Article 9 UK GDPR (formerly EU GDPR) – health & social care |
| Referral information from partners | To begin support, understand your situation and coordinate care | Legitimate Interests |
| Record of communications | To understand your case history and provide ongoing support | Legitimate Interests |
| Case notes and assessments | To assess progress, identify needs, and evidence support | Legitimate Interests; Legal Obligation (funding/auditing) |
| Feedback and surveys | To evaluate our services and improve delivery | Legitimate Interests |
7. Our Lawful Bases for Processing
AAT does not rely on consent for core support services.
7.1 Article 6 (Personal Data)
- Legitimate Interests – necessary to provide meaningful support
- Legal Obligation – where reporting is required
7.2 Article 9 (Special Category Data) UK GDPR (formerly EU GDPR)
- Provision of health and social care
- Substantial public interest — supporting vulnerable people
8. How We Manage Your Information
AAT follows the same data protection principles as Local Authorities, Tai Tarian and other partners to ensure your data is:
- Processed fairly, lawfully, and transparently
- Collected for specific purposes
- Cccurate and kept up to date
- Stored only as long as necessary
- Kept secure with limited access
9. How We Protect Your Information
We use technical and organisational measures to protect your data:
- Secure IT systems
- Role based access controls
- Regular training for staff
- Secure internal policies and monitoring
- System monitoring for misuse
10. Who We Share Your Information With
We share information only when necessary, only when lawful, and only the minimum required.
We may share information with:
- Referral partners
- Funders for monitoring and auditing
- Support agencies where additional help is required
- Auditors (anonymised where possible)
- Case study producers (anonymised)
- Where necessary to deliver transport services, relevant personal information (such as name, pickup location, mobility needs, and any safety related information) may be shared with trained drivers and volunteers. All drivers and volunteers are subject to confidentiality and data protection requirements.
- In emergency situations, we may share relevant information with emergency services or health professionals where necessary to protect the vital interests of the individual.
AAT does not share information with:
- Credit reference agencies
- Utility companies (unless required for specific programmes)
- Housing enforcement bodies
- Law enforcement (unless a safeguarding or legal requirement arises)
11. Where Your Information May Be Processed
If an external provider processes data inside or outside the UK, we will ensure:
- Adequate safeguards
- Secure processing
- Full compliance with UK GDPR
12. Artificial Intelligence
As part of our commitment to improving service delivery and operational efficiency, we use Microsoft Copilot within our Microsoft 365 environment.
13. How Long We Keep Your Information
We keep information only as long as necessary:
- Support case records: 6 years after case closure
- Special category data: 6 years
- Referral information: 3 years
14. Your Rights
- Right to access
- Right to rectification
- Right to erasure
- Right to restrict processing
- Right to object
- Right to data portability
We respond to any queries within one calendar month.
15. Complaints Process
Stage 1 – Internal Complaint
admin@awel.coop
01269 839498
Stage 2 – Escalation to our Data Protection Contact
felicity@awel.coop
01639 830870
Stage 3 – Complain to ICO
0303 123 1113
www.ico.org.ukWho we are