Privacy Policy

Privacy Policy

Children in Wales is committed to protecting your personal data and to keeping your personal information safe.  We will only send you information if you ask us to and we will never share your information with marketing companies   Children in Wales will always handle your personal information in a way that is fair, easy to understand and lawful.  At any time, you can ask us and we’ll show you the personal information we keep for you.

This Privacy Policy tells you how we collect and store your information, 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 Data Protection Lead
Children in Wales
21 Windsor Place
Cardiff
CF10 3BY

Email: caroline.taylor@childreninwales.org.uk
Phone: 029 2034 2434

If you’re a child or young person and you’re not sure about anything in this policy, just ask a Young Wales staff member, or phone us and we’ll go through it with you.  You can also ask your local leader, parent or carer to speak to us and we’ll go through it with them.

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).

 Young Wales is part of Children in Wales.  All Young Wales staff work for Children in Wales.  The purpose of Young Wales is about listening to young people and helping them to share their voices and get their opinions heard.

What information do we need? 

So that we can collect and store your personal information, Children in Wales must always follow the rules within the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

Under these laws, Children in Wales is known as 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 only ask for it and keep it when we really need to, and only use it in a way that you have agreed to. 

Under 18?  Click here.

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

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

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. 

If you come to an event with your local group, then the leader of this group will already have collected and stored your information, so we don’t need it.  Your local leader will just need to tell us how many people are coming, but not your names.

When you come to an event with your leader, we want to make sure that your needs are met.  So, if you have a disability or need any special food, your leader will let us know.

For example, your leader may say:

“We have 10 young people coming to the event and 1 of these needs wheelchair access”. 

In this case, we need to know about the disability to make sure that we can provide access, but we don’t ask for your name as we don’t need it.  This information is kept anonymously, meaning that we don’t link your name to your disability.

If you come to an event on your own, we will need to know more information about you.  This is so that we can work with you and contact you directly and let you know about where the event will be and what time it will start.

If you are under 18 years of age, we will ask your parent, guardian or carer to sign a consent form so you can attend an event that may include an overnight stay or travel. 

We will normally ask you for:

Sometimes we need to ask you for other information.  This information is called Special Category Data.  We need to collect and store this information to make sure we are allowed to work directly with you and to make sure that we can provide our services in a way that meets your needs:

We might ask you for:

We will need to know this information:

We will only process your Special Category data if you have agreed to this.  We will always keep this information safe.

If we have asked for your parent or carer’s contact details in case of an emergency, we will always keep their information safe too. 

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

We are only allowed to collect and store your information as long as we follow all of the rules of - the Data Protection Act 2018.   We’ve listed below some of the legal bases we are relying on to process your personal information.

Under 18? Click here to skip to information that relates to you.

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

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

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

We use an external agency called White Fuse to process some of our membership information.  You can find details of their Privacy Policy here.

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

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:

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

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

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

We are allowed to process your information when you take part in a Young Wales event

The law says that we are allowed to do this as we have a legitimate interest.

We are allowed to process your information if you take part in a survey:

The law says that we are allowed to do this as we have a legitimate interest.

When you take part in Young Wales events

The law says that we are allowed to do this as we have a legitimate interest.

How do we get your personal information? 

We only collect personal information that you (or, if you are under 18, that your parent/carer) 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. 

What do we do with your information? 

Your information is stored and kept at Children in Wales’ offices in Cardiff or held in our secure computer systems.  We will only use your information if you have said we can and only in a way that you know about.  For example, if you have asked to receive information about national Young Wales events, then we will only send you information about national events and nothing else. 

We make sure that your information is kept safe, handled and stored securely, and we regularly check to make sure we are doing this right.

We never share or sell your information to marketing companies, but we do sometimes use outside services to send you electronic information. The companies who we use to do this are Microsoft, Constant Contact, Survey Monkey, SnapSurveys and Eventbrite.

You can read more about how these companies keep your data safe by following the links.

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 and membership magazine, training, events information, 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 / SnapSurveys: 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 may use SnapSurveys or Survey Monkey to collect your responses. These providers process their data in the EU and in the US.  You can read Survey Monkey’s privacy policy here and SnapSurvey’s policy here. Information on the EU-US Privacy Shield can be found on the European Commission’s website.

4.     Eventbrite: We use Eventbrite as a booking platform for some of our events and training courses.  Eventbrite is headquartered in the US, and that is where the data is processed.  Eventbrite 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. Information on the EU-US Privacy Shield can be found on the European Commission’s website.  Eventbrite’s privacy policy is here.

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:

 How long do we keep your information? 

If you work with us regularly, we will keep your information for as long as you are involved with us.  We need to do this to make sure we can contact you and send you information about the activities and events.

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 attend a one-off event and have given us your information, we will keep this for 1 year after the event.  After this, we will safely delete your information.

Photographs – we may use photographs taken at an event to help publicise our work or to promote topics.  These photographs may be uploaded to external social media platforms, such as Facebook or Twitter where different privacy policies apply.  Please let us know if you do not wish us to use photographs that include you in this way.

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 details will be securely destroyed. However, you may 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.

At any time, you can ask us to delete your information.  You can do this by contacting Children in Wales:

 Email:         caroline.taylor@childreninwales.org.uk (or, if it is more convenient, just speak to any staff member)

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

Post: Children in Wales, 21 Windsor Place, Cardiff, CF10 3BY

When you ask us to delete your information, we will let you know if this has any impact on you.  For example; if you ask us to delete your information, but you want to attend an event, then you wouldn’t be able to attend, because we can’t contact you.  We can talk this through with you at the time and you can decide what you want to do.

Will we share your information with anyone else? 

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

Children in Wales works hard to keep your personal information safe.  Sometimes we may need to print off your personal information for our work.  We will always keep this safe.

When we have finished with this information, we make sure that it is safely thrown away.  We do this by using a shredding company.  They act on our behalf to destroy your information.  This company is called Taclus and you can read more about what they do by clicking here.

For your safety and protection, if you have told us that you are being affected by child abuse then we will have to pass your information onto another organisation.  We may need to speak with your local group leader, or Social Services or the Police.

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

Website

Every time you visit our website, the following information is automatically collected:

Most organisations collect this information and it is used to see which pages are most popular and fix any problems with our server.

When you visit our website, we make sure that your visit remains anonymous.  We do not link any of the information collected with your personal information.  This means that we don’t know the names of people who use our website.

Remember, if you fill out a form online, or ask us a question through the website, then you are giving us certain information.  We will have to store this information so that we can give you the answer or service that you have asked for in the online form.  So, if you ask us a question online, we will need your email address and name. We will only use your personal data for the purposes that you provided it.

Our website often contains links to other websites.  We have no control over other websites and can’t be responsible for their content.  Not all websites will keep your personal information safe, so make sure you read their own Privacy Policies before using their website.

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.

Social Media

Children in Wales doesn’t collect, store or match handles to personal information unless you have given your consent.  This means that we will never try to match your twitter handle with your personal information, unless you have asked us to store them together.

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

Children in Wales is not responsible for how social media platforms use and store your personal information.  It’s always best to read the Terms & Conditions and the Privacy Policies of all platforms before you use them. By doing this, you know what happens to your personal information.

You can view Twitter and Facebook Policies here:

Online ‘virtual’ meetings & events

Some of Children in Wales’ events and meetings may be held online using platforms such as Zoom, Skype or Microsoft Teams.  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 these companies before using them.  Here are a few of the common platforms:

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.

What are your rights? 

Under the laws that allow us to collect and store your personal information, you have a number of rights.  These laws and rights are complicated, so we’ve only included the ones that are relevant to you.

You have the right to see your personal information

You have the right to correct your personal information

·       If you think the information we store about you is wrong, then you have the right to ask Children in Wales to change it.

 Your have the right to be forgotten

This just means that you can ask us to delete your personal information.

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

Your right to data portability  

Your right to object

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 Communications 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 withdraw consent

Children in Wales

Email:         info@childreninwales.org.uk  
Phone:       029 2034 2434 (Monday – Friday, 9am – 5pm) 
Post:          Children in Wales, 21 Windsor Place, Cardiff, CF10 3BY

Once you have let us know, we will stop using your information for the reason 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.

 If you want to use any of your rights, please contact Children in Wales.  You can do this by post, by phone or if you are part of Young Wales by speaking to a Young Wales staff member.  We will reply to you as soon as possible, but always within 28 days.

To read more information about your rights, visit the Information Commissioners Office (ICO) – www.ico.org.uk/ .  The ICO make sure that Children in Wales follow the rules of the law when we collect and store your information.

 If you have any questions about how we use your personal information then just ask us.  We are happy to answer any questions.  Children in Wales contact details:

Email:         caroline.taylor@childreninwales.org.uk  
Phone:       029 2034 2434 (Monday – Friday, 9am – 5pm) 
Post:          Children in Wales, 21 Windsor Place, Cardiff, CF10 3BY

If you want to complain about how we have used your personal information, our Complaints, Compliments and Suggestions Procedure can be found on our website.  Click here to view.  You can also contact the Children in Wales office directly by emailing complaint.compliment@childreninwales.org.uk.

Notification of Changes

If we make important changes to our Privacy Policy, or we are changing the way we use your personal information, we will contact you and will post these on the homepage of our website.  

We will always work to be clear and open with you so that you understand what we will use your personal information for. 

Our Privacy Policy is checked regularly.  Last checked November 2021.

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