What personal data do we hold and where do we get this information?
Personal data is defined under the UK General Data Protection Regulation (UK GDPR) as ‘any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier’.
Personal data, including your name and contact details, are not required or collected to take part in this research. You have been approached in the following ways:
You have signed up to an event or volunteering day at the site and the project leads and/or event organiser have made you aware Wavehill will be coming to the event to speak to staff, volunteers and community members – sharing this privacy notice with you in advance of the event.
You have attended an event or volunteering day at the site where you didn’t need to sign up in advance. Wavehill have approached you at the event to ask if you would like to take part in the research.
You have been working, volunteering or visiting the site at a time where there is no formal event scheduled. Wavehill have approached you at the site to ask if you would like to take part in the research.
You are a member of the community who is not directly accessing the site, Wavehill have approached you as you pass nearby the site to ask if you would like to take part in the research.
Your participation is voluntary and if you do not wish to take part in the research then please let the members of the Wavehill team know and you will not be engaged with at the site visit and they will not approach you again. This research does not require any personal information from you.
Wavehill will engage with you in one-to-one and group discussions – it is your choice whether you take part in both or just one of these research elements.
We wish to audio record group discussions for operational reasons. We will make this clear to you before the discussion begins, and you will have the opportunity to tell us if you are not happy for the discussion to be recorded. A group discussion will only be recorded if no one objects. If discussions are recorded, personal data will be removed during the process of transcribing. Recordings will be deleted as soon as this process is completed. Where you are part of one-to-one discussions at the site visit, or if a group discussion is not recorded, written notes may be taken at the time. Personal data will not be included in written notes prepared during or following a discussion.
If you raise a query or complaint and provide personal data requesting a response, the researcher will forward the request only to the relevant official and subsequently delete it from the research data.
What is the lawful basis for using your data?
The lawful basis for processing information in this data collection exercise is our public task; that is, exercising our official authority to undertake the core role and functions of the Welsh Government.
Participation is completely voluntary. Research studies such as this are important for the Welsh Government to collect information and actionable evidence about its ability to deliver government priorities.
How secure is your personal data?
Personal information provided to Wavehill is always stored on a secure server. The data can only be accessed by a limited number of researchers working on this project. Wavehill will only use this data for research purposes. Wavehill has cyber essentials certification.
Wavehill has procedures to deal with any suspected data security breaches. If a suspected breach occurs, Wavehill will report this to the Welsh Government who will notify you and any applicable regulator where we are legally required to do so.
Wavehill will use the information gathered to produce a report that will be published on the Welsh Government website. This report will not include any information that could be used to identify individual participants.
How long do we keep your personal data?
Wavehill will not normally hold personal data during the contract period, but anything mentioned in discussions that are recorded will be deleted from the transcripts and the recordings deleted.
Individual rights
Under UK GDPR, you have the following rights in relation to the personal information you provide as part of this evaluation, you have the right:
To access a copy of your own data;
For us to rectify inaccuracies in that data;
To object to or restrict processing (in certain circumstances);
For your data to be ‘erased’ (in certain circumstances); and
To lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection.
The contact details for the Information Commissioner’s Office are: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Phone: 0303 123 1113. Website: www.ico.org.uk
Further Information
If you have any further questions about how the data provided as part of this study will be used by the Welsh Government or wish to exercise your rights using the UK General Data Protection Regulation, please contact:
Name: Aimee Krishan
E-mail address: Aimee.Krishan@gov.wales
Telephone number: 0300 025 9321
The Welsh Government’s Data Protection Officer can be contacted at:
Welsh Government, Cathays Park, Cardiff, CF10 3NQ, Email: DataProtectionOfficer@gov.wales.
Internal Ref: 790-24
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