How we handle any personal data you provide as a parent or guardian 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 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’. Special category data such as ethnic group or health condition has additional protection under data protection law.
The data that is collected through the Childcare Offer for Wales national digital service on parents, guardians and children is explained in detail in Annex 1 to this privacy notice.
The Childcare Offer for Wales programme 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 for Wales. If you are invited to take part in research activities related to the Childcare Offer for Wales 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).
The Digital Health and Care Wales (DHCW) also have access to a part of your personal data for a period of three months, until the data linking with Secure Anonymised Information Linkage (SAIL) is complete.
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. Some of the data we are collecting are called ‘special category data’ (in this case ethnicity) and the lawful basis for processing this information is that it is for statistical or research purposes.
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.
The data will be used by Welsh Government (WG) and Local Authorities (LA):
- to assess eligibility for the Childcare Offer for Wales and approve or decline your application
- to measure how well Welsh Government and Local Authorities are delivering their services to you, your child and others
- to support improvements to these services
- to make payments to childcare providers for the Childcare Offer for Wales hours
- to allocate money to Local Authorities and others
- to support wider research into the provision of services to you and your child, or others
- to evaluate the impact of the Childcare Offer for Wales. This includes linking data from your application to other data sources
The data will not be used:
- to identify you or your child in any reports.
We may also share some data you provide with local authorities and any contractor or supplier providing digital support services on behalf of Welsh Government for the purpose of verifying your identity and resolving I.T. 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.
How secure is your personal data?
Under UK 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, childcare providers and Welsh Government (or our appointed contractors) will have access to your data.
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 may be carried out by an accredited third party (e.g. 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:
Parents (and children) who take up the Childcare Offer:
- proof of eligibility evidence: within 21 days of the end of the final term for which the child is eligible for the Childcare Offer
- other data: within 18 months of the end of the final term for which the child is eligible for the Childcare Offer
Parents (and children) who are successful in their application but do not take up the Childcare Offer:
- within 21 days of the end of the end of the final term for which the child is eligible for the Childcare Offer
Parents (and children) who are unsuccessful in their application:
- within 21 days of either (i) the end of the allowable period to lodge an appeal, or (ii) the end of the formal appeals process, if such an appeal is made
Individual rights
Under UK GDPR, you have the following rights in relation to the personal information you provide as part of the Childcare Offer for Wales :
- tp 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: Talkchildcare@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 on parents, carers and children
Parents, carers applying for the Childcare Offer and the child(ren) for whom they are claiming funded childcare hours.
| Your Personal Data | Who can see this information |
|---|---|
| Full name | You, designated LA staff, your childcare setting, WG and any supplier or contractor providing digital support service on behalf of Welsh Government |
| Date of birth, email address and contact number | You, designated LA staff, WG and any supplier or contractor providing digital support service on behalf of Welsh Government |
| Your communication preference (Welsh/ English) | You, designated LA staff, WG and any supplier or contractor providing digital support service on behalf of Welsh Government |
| Ethnicity (optional) | You & WG |
| National Insurance Number | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Home address and postcode | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Local authority area and electoral ward you live in | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Employment status | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Employer’s name and address, email address, contact number | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Average weekly hours you work | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Gross annual salary | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Any Additional income – source and amount | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| If you are in education or training | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Your Personal Data | Who can see this information |
|---|---|
| Full name, date of birth, email address and contact number, | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Ethnicity (optional) | You and WG |
| National Insurance Number | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Home address and postcode | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Local authority area and electoral ward you live in | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Employment status | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Employer’s name and address, email address, contact number | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Average weekly hours you work | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Gross annual salary | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Any Additional income – source and amount | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Your Personal Data | Who can see this information |
|---|---|
| Full legal name and date of birth | You, designated LA staff, your childcare setting, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Early education provision your child attends | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Details of childcare setting your child attends, including the hours and any additional support | You, designated LA staff, your childcare setting, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| If your child attends Flying Start | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Whether your child is one of multiple birth (twin/ triplet, etc) | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| If the child is or has ever been ‘Looked After’ (in public care) | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| If the child is currently under a Care Order | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Your Personal Data | Who can see this information |
|---|---|
| Proof of age of child - full version birth certificate for each child | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Proof of address – latest utility bill, council tax statement, bank statement | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Proof of employed earnings – last 3 months’ pay slips, copy of contract, letter from employer confirming employment, start date and earnings | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Self-employed - SA302 form, copy of latest accounts, letter from accountant stating how much you earn, latest Self-Assessment tax return (including Unique Tax reference number and registration date) | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| In training and education – proof of course | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Eligible benefits and statutory paid leave – latest benefit statement, letter from employer | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Proof of additional income – latest tax return with proof of each income item, letter from accountant | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |
| Proof of fostering -child’s care and support plan | You, designated LA staff, WG and any contractor or supplier providing digital support service on behalf of Welsh Government |