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, Cardiff University Social Science Research Park (SPARK) / (Sbarc), Maindy Road / Heol Maindy, Cardiff / Caerdydd CF24 4HQ
Email: info@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.
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:
- Your name
- Address
- Phone number
- How you want to be contacted (e.g. phone, text, email or another way you choose)
- Emergency contact details of your parent or carer
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:
- Your date of birth
- Your gender
- If you have any disabilities
We will need to know this information:
- If you are attending without your local group leader
- If our staff are responsible for your safety when you are travelling to an event
- If you are attending any residential meetings
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.
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. We use external agencies called Eventbrite and WhiteFuse to process some of our bookings information. You can find details of their Privacy Policies here: Eventbrite | WhiteFuse.
- 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 or if you have attended a previous similar event, for example. You can withdraw your consent at anytime (the What are your rights section below provides details on how to withdraw your consent).
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.
We use an external agency called WhiteFuse 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:
- 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 or have attended a prior similar event.
- 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 project 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 or project. It is in our legitimate interests to ensure that members of the network or those participating in a project receive relevant information to pursue the aims of the network or project.
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.
We are allowed to process your information when you take part in a Young Wales event
- This is so that we can send you information before the event to let you know where it is and what time.
- We may also send you information about how to travel to the event
- We take photos at all of our events and we use them to show everyone what we do and to promote future Young Wales events. We also use the photos to tell our funders about our work. Of course, we won’t take or use your photo if you don’t want us to. Just let a Young Wales staff member know on the day.
- If you are coming to the event on your own, we might ask for your parent or carer’s contact details. This is just in case we need to contact them in an emergency during the event.
- We may ask you if you have a disability, or need any special food or what your preferred language is. This is all so that we can meet your needs and keep your safe.
- After the event, we may send you information about the discussions or photos of the event.
- Some of our events may be held online by Zoom, Teams, or Skype etc. If we plan to record one of these events we will let you know in advance and you can ask us not to.
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:
- We may ask for your age in a survey. This helps us to know what’s important to different age groups. We use this information to let Welsh Government know about important issues. So, we might say “15 year olds would like votes at age 16”.
- When we report to Welsh Government, we let them know everyone’s opinions. For example, we might say “30 out of 50 young people were concerned about bullying”. But we would never tell them the names of the young people.
- If we do ask for your name on a survey, we will always tell you why we need you name before you fill it in. You will always know what we will do with your information.
The law says that we are allowed to do this as we have a legitimate interest.
When you take part in Young Wales events
- We may need to know where you live in Wales or if you have any disabilities or what language you prefer to speak. We need this information to let our funders know about the different types of young people we work with. We don’t give our funders your name, we just let them know how many young people we have worked with. We might say “5 of the 20 young people were from West Wales”.
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, Mailchimp, Constant Contact, Survey Monkey, SnapSurveys and Eventbrite.
You can read more about how these companies keep your data safe by following the links.
- 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.
- Mailchimp / Constant Contact: We use these companies to send you our information and direct marketing. This includes our policy news briefing and membership magazine, training, events information, consultations and surveys. Both are headquartered in the US, and that is where the data is processed. They are 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. Mailchimp’s privacy policy is here. Information on the EU-US Privacy Shield can be found on the European Commission’s website.
- 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.
- 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:
- Membership
- Conferences
- Events
- Networks
- Consultations
- Surveys
- Policies
- Legislation changes
- Research
- E-Briefings
- Topic specific areas of work
- Consultation Services
- Tools and Resources
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 Communications 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. Some funders require us to keep information for longer than 1 year and we will let you know when this is the case. 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.
Films – sometimes we create films to help publicise a project or event, and sometimes our volunteers will be asked if they wish to appear in a film for this purpose. These films may be uploaded to external social media platforms or to YouTube where different privacy policies apply.
If you have paid for services or paid to attend training or an event, we keep records of financial transactions on our accounting software Xero or stored in our secure Microsoft 365 account for 6 years. Some funders ask us to keep information for longer, if you have any concerns about this please let us know. 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 and leave a message at any time
Post: Children in Wales, Cardiff University Social Science Research Park (SPARK) / (Sbarc), Maindy Road / Heol Maindy, Cardiff / Caerdydd CF24 4HQ
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 shredded before being safely thrown away.
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:
- Date and time of your visit
- IP address (short for Internet Protocol). This is a series of numbers that allows your device to communicate over the internet.
- The type of browser used (a browser is a software programme that you use to view our website; e.g. Google)
- The pages that have been visited
- Which items are downloaded
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 X/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 X/Twitter and Facebook Policies here:
- Click here to view Twitter Privacy Policy
- Click here to view Facebook Privacy Policy
- Click here to view Instagram Privacy Policy
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:
- Click here to view Zoom Privacy Policy
- Click here to view Microsoft Teams Privacy Policy
Financial transactions
As payments for training courses and conferences are made to Children in Wales via Paypal or GoCardless 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 GoCardless Privacy Policy
- Click here to view BACS Privacy Policy
We keep records of financial transactions on our accounting software Xero or stored in our secure Microsoft 365 account for 6 years.
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. Donations are collected through Whitefuse and payments are made through Paypal or GoCardless.
We will keep your donation information for 6 years. 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 ask Children in Wales if we are storing your personal information
- If we are storing your information, you have the right to see this. If you ask us, we will give you a copy of your personal information. This is free of charge.
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.
- You can do this if we are not following the rules of the law
- You can do this if you think we no longer need your information
- You can do this if you don’t want to take part in Young Wales or Children in Wales any more.
If the above does apply, Children in Wales must delete your personal information.
Your right to data portability
- This means that you have the right to ask us to give you a copy of your personal information electronically. We can do this by sending it to your device or sending you an email.
Your right to object
- You have the right to object to us using your personal information if we are using it for direct marketing.
- You also have the right to object to us using your personal data if it is affecting you in any way.
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
- This means that you have the right to ask us to stop collecting and storing your personal information. If you do, then we still have to keep your name and address and keep a note that you have asked us to stop collecting information.
You have the right to withdraw consent
- This means that if we are using your personal information because you have agreed (given your consent) to this, you can withdraw your consent at any time.
- To withdraw your consent, contact us:
Children in Wales
Email: info@childreninwales.org.uk
Phone: 029 2034 2434 and leave a message at any time
Post: Children in Wales, Cardiff University Social Science Research Park (SPARK) / (Sbarc), Maindy Road / Heol Maindy, Cardiff / Caerdydd CF24 4HQ
- Or Unsubscribe to the marketing email that you no longer wish to receive by clicking on the link on the bottom of that email
- You can also change your preferences to reduce the type of information you receive.
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
Post: Children in Wales, Cardiff University Social Science Research Park (SPARK) / (Sbarc), Maindy Road / Heol Maindy, Cardiff / Caerdydd CF24 4HQ
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 August 2024.