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Privacy Policy

Contents

  1. Who are we?
  2. What information do we need?
  3. Why is Children in Wales allowed to process your personal information?
  4. How do we get your personal information?
  5. What do we do with your information?
  6. What type of information do we send out?
  7. How long do we keep your information?
  8. Will we share your information with anyone else?
  9. Website
  10. Cookie Policy
  11. Social Media
  12. Financial Transactions
  13. Donations
  14. What are your rights?
  15. Children in Wales Contact Details
  16. Notifications of Changes

Children in Wales is committed to protecting your personal data.  We will only send you information if we have your consent and we will never sell or share your information to marketing companies.  Children in Wales will always process all personal data lawfully and be fair and transparent in how we do this. 

This Privacy Policy tells you how, as a data controller, we collect and store your data, why we need it and what we do with it.

If you have any questions regarding our Privacy Policy, the information you receive or the information we process and store, please contact:

 

The Information Team

Children in Wales

25 Windsor PlaceCardiff

CF10 3 BZ

Email:              info@childreninwales.org.uk

Phone:             029 2034 2434

 

Who are we?

Children in Wales is the national umbrella body for organisations and individuals who work with children, young people and their families.  Children in Wales is a registered charity (1020313) and a company limited by guarantee (2805996).

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What information do we need?

Under the Data Protection Act 1998 and the General Data Protection Regulation 2018, Children in Wales is the ‘data controller’ in respect of the personal information that we hold about you.  This means that Children in Wales is responsible for keeping your personal information secure at all times and where applicable, only use it in a way that you have agreed to.

We will only normally collect basic personal data, which may include your name, address, phone number, email, organisation or areas of work.  This information ensures that we can fulfil our role as a national umbrella organisation, keeping you informed and sharing relevant information.

Occasionally, we may state that general photographs are taken at our event or we may ask for your permission to take or use a specific photograph of you in order to promote our work or initiatives.

If you have enrolled on one of our accredited training courses, we will also need your date of birth, gender and notification of any additional needs.  This information identifies you as the learner and makes sure that we can meet your learning needs.  We use this information to register you for accreditation.  This is done through a secure website hosted by Agored Cymru, the accreditation body.  For accreditation purposes, Agored Cymru requires Children in Wales to securely process and store this information.  For more information on how Agored Cymru process your information, please visit their website www.agored.cymru.

If you are under 18 years old, sometimes we may need to ask for your date of birth.  We do this to make sure that we have the right permissions to work with you and that you attend the right young people’s events. In some circumstances we may ask for other information, such as your gender and if you have any disabilities. This is to ensure that we provide our services and information in a way that is right for your needs, for example for access arrangements, residential events or for the provision of event materials.

In these circumstances, this information is classed as ‘Special Category’ and we will only process this information when you have provided your explicit consent for us to do so.  We will always process this information securely.

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Why is Children in Wales allowed to process your personal information?

Under the Data Protection Act 1998 and the General Data Protection Regulation 2018, Children in Wales is a data controller because we collect and process personal information.  We are allowed to do this as long as we have a valid, lawful reason for doing so.

The following indicates which legal bases we are relying on to process your personal information:

When you attend a conference, seminar, workshop, event or training course we will process your personal data to:

  • Provide you with confirmation of your booking, venue details, access arrangements and where payment has been made, to process and record this payment. This processing is necessary for the performance of the contract between us.
  • Send you an evaluation or feedback form to complete and return. This is in our legitimate interests to assess the effectiveness and suitability of our events and to improve our services.
  • Promote our events using photographs. At our conferences, seminars, workshops and training courses, photographs may be taken.  These photos will only be used to report on and share previous events and to promote similar, future events.  This processing is in our legitimate interests to share information about events and promote future events within relevant professional sectors.
  • Provide you with information on similar events that we may run in the future. We will only do this where you have previously told us that you wish to receive information.  In this case, we will rely on your consent to legally process your personal data.
  • Enrol you on accredited training courses where applicable. We will only enrol you on our accredited training courses with your consent.  To do so, we will ask you to provide your name, address, date of birth, gender, ability and in some cases, your national insurance number.  This information is used to securely register you with Agored, the accreditation body.  This is a requirement for Agored enrolment and without this information, we cannot register you for accreditation.  This information is necessary for the performance of the contract, in this case, the accreditation process.

If you receive direct marketing on training courses, conferences, seminars, workshops and other Children in Wales events, we will process your personal data to:

  • Provide you with information about future events. We aim to ensure that the information we send to you is of interest and relevant to your work.  We will only send you direct marketing when you have previously consented to receive it.  You can withdraw your consent at anytime (the What are your rights section below provides details on how to withdraw your consent).  We will rely on your consent to legally process your personal data.

As a member of Children in Wales, we will process your personal data to:

  • Provide you information on membership events, benefits, resources and information about our AGM (Annual General Meeting). This data processing is necessary for the performance of the membership contract between us.
  • Provide you with information on membership renewal fees and dates of renewal. This data processing is for the purposes of legitimate interests to assist with membership retention and engagement with Children in Wales.

When you receive consultations, surveys, e-briefings, e-bulletins and newsletters, we will process your personal data to:

  • Provide you with topic and sector specific information. We will only send you this information if you have previously consented to receive it.  We will rely on your consent to legally process your personal data.  You can withdraw your consent at any time.
  • Collate results from a survey. All comments and findings that are collated from surveys will remain anonymous.  The findings of surveys may be shared nationally or published in reports.  When we do publish findings or use a direct quote, we will never identify the source unless you have given your explicit permission to allow us to do so.  This data is processed for the purposes of legitimate interests to ensure that children, young people, families and professionals have their voices heard at a national level; inform national policy; and improve the services provided by Children in Wales.

When you commission Children in Wales for training, consultancy, project management, project delivery and other short term pieces of work, we will process your personal data to:

  • Allow us to perform the commission and provide you with further specific details regarding the commissioned work, including reports, updates, statistics and for the purpose of processing payments. This will be necessary for the performance of the commissioned contract between us. 

When you engage or work with Children in Wales, we will process your personal data to:

  • Identify the different sectors and organisations we work with. This information is used for reporting purposes, such as our annual and funders’ reports and is anonymised before publication.  It is in our legitimate interests to assess and report on the reach of our work.  We will not send you direct marketing as a result of your engagement with us unless you have specifically given your consent for us to do so.
  • Identify language choice, access requirements and additional needs. This information is used to ensure that our engagement is in accordance with identified needs.  It is in our legitimate interests to identify the needs of those we work with to enable us to engage appropriately.
  • Identify language choice, access requirements and additional needs for the purpose of reporting to our funders. All information is anonymised and presented in statistical format.  It is in our legitimate interests to collate this information as a requirement of our funders who use this to identify organisational reach and need.

When you join one of our networks or a network facilitated by Children in Wales, we will process your personal data to:

  • Provide you with information regarding arrangements for meetings, agendas, papers and other relevant information relating to the network. It is in our legitimate interests to ensure that members of the network receive relevant information to pursue the aims of the network.

When you apply for a position (paid or voluntary) at Children in Wales, we will process your personal data to:

  • Provide you with information relating to the position, assess your suitability for the position and where applicable, inform you of the next stages of the selection process. This information will be held securely by Children in Wales.  Our application packs contain more detailed information on what information we process and how long we keep this information for.  It is in our legitimate interests to process this data as part of our recruitment process.

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How do we get your personal information?

We only collect personal information that you have specifically given to us.  This may happen when you ask to receive information, sit on one of our networks, attend or register for training and events or become a member of Children in Wales.

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What do we do with your information?

Your information is processed at Children in Wales’ offices in Cardiff and Bangor.  We will only use your information in the way that you have agreed to.  For example, if you have asked to receive information about events, we will only send you information about events.

We make sure that your information is handled and stored securely, and we regularly review our procedures. We will not use your information to carry out automated decision making in relation to you.

In order to perform the service you are expecting, for example, to send you information on events, we sometimes need to send your personal contact information to third parties. These third parties do not sell or share your information for marketing purposes.

. We may transfer information to the following organisations for the following purposes.

  1. Microsoft: We use cloud computing software to do our work, provided by Microsoft. The data is processed in the UK. You can click here to see at which data centres.
  2. Constant Contact: We use Constant Contact to send you our information and direct marketing. This includes our policy news briefing, training, events information and consultations and surveys. Constant Contact is headquartered in the US, and that is where the data is processed. Constant Contact is certified under the EU-US Privacy shield, which is designed to protect your data if you live in the EU and your data is sent to the US. Constant Contact’s privacy policy is here. Information on the EU-US Privacy Shield can be found on the European Commission’s website.
  3. Survey Monkey: Sometimes Children in Wales may ask you to take a survey. We might ask to find out what you think of our services or a specific policy issue. When we do so, we will use Survey Monkey to collect your responses. Survey Monkey processes their data in the EU and in the US. Where they transfer the data out of the EU into the US, Survey Monkey is certified by the EU-US Privacy Shield. This Privacy Shield is in place to protect your data if it is sent outside of the EU. You can read Survey Monkey’s privacy policy here. Information on the EU-US Privacy Shield can be found on the European Commission’s website.

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What type of information do we send out?

Children in Wales offers a wide variety of services and information and as long as we have your consent, we may provide information on:

  • Membership
  • Conferences
  • Events
  • Networks
  • Consultations
  • Surveys
  • Policies
  • Legislation changes
  • Research
  • E-Briefings
  • Topic specific areas of work
  • Consultation Services
  • Tools and Resources

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How long do we keep your information?

If you have asked to receive any ebriefings or publications from Children in Wales, then we will keep your personal details until you tell us that you no longer wish to receive information.  Every ebriefing and marketing email contains an ‘unsubscribe’ link and you can unsubscribe or change your preferences at any time by clicking on the link in the email, or by contacting our Information Team directly.

If you have paid for services or paid to attend training or an event, we have to keep your details for financial audit purposes for a period of 12 months after your booking.  After this time, all financial and personal details will be securely destroyed. However, if you have given your consent to receiving marketing and other information, only your financial details will be destroyed and you will still receive information about our services.  In these circumstances, we will keep your information until you ask us not to or our purpose for keeping this information changes.

If we need to gain permission to take and use specific photos of you, we will only keep the photographs 2 years.  After this time, they will be securely destroyed.  All other general group photos taken at our events may be used for a period of 2 years.  After this time, we will no longer use them and they will be securely destroyed.

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Will we share your information with anyone else?

We never sell or share your information to external marketing companies.

Children in Wales produces a magazine and other paper information.  We use an external company (Stephens and George) to pack and post this information.  Therefore, we have to provide this company with your name and address.  This is done securely and no other information is provided.  Once the information has been posted to you, the posting company securely deletes all names and addresses.  For further information on how Stephens and George process this information, click here.

If you have enrolled for one of our accredited training courses, we will need to register you for accreditation with Agored Cymru.  This is done through a secure portal hosted by Agored Cymru and is necessary for the accreditation process.  If you would like further information on how Agored Cymru’s process your information, please visit their website www.agored.cymru.

Children in Wales is committed to keeping your personal information secure.  Should we need to destroy confidential, personal printed information, we do this securely through an external confidential shredding company, Taclus Confidential.  If you would like further information on how they securely dispose of your information, click here

If a disclosure of child abuse is made, Children in Wales will pass on personal information to the appropriate organisation, which may include the Police or Social Services.

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Website

When you use our website, the following information is automatically collected:

  • Date and time of visit
  • IP address
  • The type of browser used
  • The pages visited
  • Which items are downloaded

Your visit to our website will still remain anonymous as none of the data collected is linked to any personal information.  We will only store and process personal data if you voluntarily provide personal details via an online form or enquiry.  If you do this, we will only use your personal data for the purposes that you provided it.

The website information collected is only used to assess popular pages and downloads and fix any problems with our server.  This helps us to continually improve our website and your experience.

Our website may contain links to other websites.  We have no control over other websites and are, therefore, not responsible for their content or their Privacy Policies.  We advise that you read the Privacy Policies of other websites before you use them.

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Cookie Policy

Cookies are small text files that are put onto your device when you visit a website.  They usually collect and store the information that you provide.  For example, your password or your address may already be typed in as the cookies on that website are remembering them.

Children in Wales uses cookies on our website.  Click here to view our cookie policy

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Social Media

Children in Wales does not collect, store or match handles to personal data unless you have given your consent.  For example, you may have opted to receive information via social media, included a twitter handle with your personal details or chosen to follow us. If agreed beforehand, we will sometimes promote twitter handles of speakers at our events, so that delegates can tag or message them during the day.

Any social media posts or comments you send to us may be shared or re-tweeted publicly (eg, via Facebook/Twitter).

Children in Wales is not responsible for the Terms & Conditions of Use and the Privacy Policies of these platforms and we advise that you read the Privacy Policies of social media platforms before using them.  Here are a few of the common platforms:

Click here to view Twitter Privacy Policy

Click here to view Facebook Privacy Policy

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Financial transactions

As payments for training courses and conferences are made to Children in Wales via Paypal or BACS (Bankers’ Automated Clearing Services), we do not collect or store card details.

Click here to view Paypal Privacy Policy

Click here to view BACS Privacy Policy

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Donations

If you make a financial donation to Children in Wales, we will only process your personal information in order to administer your donation.  We will not contact you unless you have asked us to and we will never share or sell your personal or donation information.

For audit purposes, we will keep your donation information for 12 months.  If, after this time, you have no further involvement with Children in Wales, we will safely delete your personal information.

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What are your rights?

Under data protection law, you have a number of different rights relating to our use of your personal information.  The law relating to when these rights apply, the exceptions to your rights and our obligations are complicated.  As a result, we have only set out below a brief summary of your rights and our obligations.  To view additional information about your rights, please visit the Information Commissioners Office (ICO)

Your right of access to your personal data

  • You have the right to ask Children in Wales whether we are processing your information
  • You have the right to see the personal information we hold about you.  There is no charge for this and when requested, we will provide you with a copy of your personal data as soon as possible, but always within 28 days.

Your right to have personal data rectified

  • You have the right to ask Children in Wales to rectify your personal data if it is inaccurate or incomplete.

Your right to be forgotten

  • You have the right to have your personal data erased as long as:
    • We no longer need this data in relation to the purpose for which it was obtained
  • Or;
    •  Our legal ground for processing your personal information was consent and you are now withdrawing your consent.

If the above does apply, Children in Wales must delete the personal information.

Your right to data portability

  • In some circumstances, you may have the right to ask us to provide you with an electronic copy of your personal information either for your own use or so that you can share it with a service provider. Where this right applies, you can ask us to transmit your personal data directly to your service provider.

Your right to object

  • You have the right to object to us processing your personal data where:
    • The basis for our processing is that we have a legitimate interest to do so, but you are adversely affected by us doing this
  • Or,
    • We are using your personal information for the purposes of direct marketing.

Where this applies, you have the right to ask us to stop processing your personal information.  Remember, you can stop receiving information from Children in Wales at any time.  Just click the UNSUBSCRIBE link on any electronic information you have received, or contact our information team at info@childreninwales.org.uk.

Please note, if you unsubscribe via the email link, you will be unsubscribing to everything.  Alternatively, you can change your preferences at any time.  This means that you can choose which information you wish to receive.  Click here or contact Children in Wales to change your preferences.

You have the right to restrict processing

  • You have the right to block processing of your personal information. If Children in Wales are required to restrict our processing of your information, we will be able to store it, but not use it.  We can only retain enough information about you to ensure that the restriction is respected in the future.

You have the right to withdraw consent

Where our use of your personal data is based on your consent, you have the right to withdraw consent.

You can withdraw you consent in the following ways:

  • Unsubscribe to the marketing email that you no longer wish to receive by clicking on the link on the bottom of that email
  • Change your preferences to reduce the type of information you receive. Click here
  • Email, phone or post your withdrawal of consent request to our information team at Children in Wales

Email:         info@childreninwales.org.uk  

Phone:       029 2034 2434 (Monday – Friday, 9am – 5pm) 

Post:          Children in Wales, 25 Windsor Place, Cardiff, CF10 3BZ 

Once we have received notification that you wish to withdraw your consent, we will no longer process your information for the purposes that you originally agreed to.  Please note, depending on our legal bases for processing your information, we may still process your data for different purposes.

General points about your rights

  • You can make a request to us to exercise any of the rights summarised above. You can do this by phone, post or email.  Please see contact details at the top of the page.
  • We will respond to your request within 28 days.
  • Children in Wales may have the right to refuse to comply with your request. If this is the case, we will contact you within 28 days and explain our reasons.
  • Children in Wales will not charge you for exercising your rights.

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Children in Wales contact details

Email:         info@childreninwales.org.uk  

Phone:       029 2034 2434 (Monday – Friday, 9am – 5pm) 

Post:          Children in Wales, 25 Windsor Place, Cardiff, CF10 3BZ 

If you wish to raise a complaint about how we have handled your personal data, our Complaints Procedure can be found on our website.  Click here to view

If you are not happy with our response or believe we are not processing your personal data within the law, you can complain to the Information Commissioner’s Office (ICO).

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Notification of Changes

If we make substantial changes to our Privacy Policy, we will post these on the homepage of our website.  If any of these changes are significant or we decide to use your personal information in a different manner, we will contact you directly so that you can choose whether or not we can use your information in this new manner.  You will always have an informed choice about how we use your personal information.

Our Privacy Policy is reviewed regularly.  Last reviewed April 2018.

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