How we handle any personal data you submit as a childcare provider using the Childcare Offer for Wales service.
Contents
What personal data do we hold and where do we get this information?
Personal data is defined under the General Data Protection Regulation (GDPR) as ‘any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier’. Special category data such as ethnic group or health condition has additional protection under data protection law.
The data that we collect on childcare settings is explained in detail in Annex 1 to this privacy notice.
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 (WG). This enables the operation of the Childcare Offer for Wales, and provides information which will help the Welsh Ministers to make decisions relating to the development of the policy, which is being delivered to improve economic and social well-being in Wales in accordance with section 60 of the Government of Wales Act 2006.
What will the data be used for?
The data will be used:
- to enable parents to select their chosen childcare setting on the digital service and create an agreement for childcare hours under the Childcare Offer for Wales (the Offer)
- to make payments to you for childcare hours claimed under the Offer
- to provide reports for local authorities (LA) to assist in the promotion, delivery and reporting on progress of the Offer
- for programme evaluation and research purposes
We may also share some data you provide with local authorities and any contractor or supplier providing digital support service on behalf of Welsh Government for the purpose of verifying your identity and resolving IT issues in relation to accessing the Childcare Offer for Wales digital service. Please see Annex 1 for a list of data we collect and who may be able to see it.
The Childcare Offer for Wales programme (the Offer) is periodically evaluated to assess the performance of the programme and help Welsh Ministers make decisions relating to the development of the policy in relation to the Childcare Offer. If you are invited to take part in research activities related to the Childcare Offer you will be issued a separate privacy notice outlining how information generated by the research will be collected, held and used. Taking part in research is voluntary and you will not be identified in any reports.
Your data is linked anonymously to other data sources as part of the Secure Anonymised Information Linkage (SAIL) databank for non‑commercial research purposes only, unless you ask for this linkage to not take place (see the explanatory note).
How secure is your personal data?
Under GDPR, we have a legal duty to protect any personal information we collect from you. We use leading technologies and encryption software to safeguard your data and keep strict security standards to prevent any unauthorised access to it.
Only you and authorised staff working in local authorities, Welsh Government, and any contractor providing digital support service on behalf of Welsh Government, will have access to your data. Please see Annex 1 for a breakdown of the data we collect and who may see it.
All data gathered will be reported in an anonymised format when used in statistical or research reports. No reports will contain your contact details or any information that could be used to identify individuals. Aggregate data will also be placed on the StatsWales data website.
When the Welsh Government commissions an evaluation of the Childcare Offer for Wales, this work will be carried out by an accredited third party (for example a research organisation or a consultancy company). Any such work will only be undertaken under contract. Welsh Government’s standard terms and conditions for such contracts set out strict requirements for the processing and safekeeping of personal data.
How long do we keep your personal data?
The following deadlines for destruction of data will be adhered to:
- within 18 months after providers de-register to deliver the Childcare Offer
- financial transaction data to be retained for tax purposes in line with statutory retention period of 7 years
Individual rights
Under GDPR, you have the following rights in relation to the personal information you provide as part of the Childcare Offer for Wales:
- to access a copy of your own data
- to ask 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)
- 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: 01625 545 745 or 0303 123 1113
Further information
If you have any further questions about how your data will be used by the Welsh Government or wish to exercise your rights using the General Data Protection Regulation, please contact:
Childcare Offer Team
CP2, Crown Buildings
Cathays Park
Cardiff
CF10 3NQ
Email: childcareoffer@gov.wales
The Welsh Government’s Data Protection Officer can be contacted at:
Welsh Government
Cathays Park
Cardiff
CF10 3NQ
Email: DataProtectionOfficer@gov.wales
We explain on our website how the Freedom of Information Act and data protection law interact.
Explanatory note
The SAIL Databank is a databank of anonymised data about the population of Wales, which is internationally recognised for the robust secure storage and use of anonymised person-based data for research to improve health, well-being and services. Respondents are able to opt out of having their answers linked. For more information on how to do that or on data linking.
Annex 1: data held of providers
Childcare providers delivering services under the Childcare Offer
As a provider delivering services under the Childcare Offer for Wales we collect the following information:
| Your personal data | Who can see this information |
|---|---|
| Full name, date of birth, email address and contact number for person registering a setting on the digital service, or joining an existing setting | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Whether you prefer communication in Welsh/ English | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Your role – whether you are registering a new setting or joining an existing setting | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| If you are registered with CIW or Ofsted | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| CIW registration number, Setting Instance Number (SIN) and registered postcode | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Setting name, address and postcode, | You, parents applying for the Offer, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Setting email address, contact number and local authority | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Bank details – name on the account, sort code, account number, building society roll number | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Activation PIN | You |
| Claims you have made in respect of a child | You, the parent of the child you have claimed for under the Offer, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |