Understanding user needs GOV.WALES survey: privacy notice

We are developing a survey to better our understanding of how the health and social care topic on GOV.WALES is used. We want to find out:

• who uses the health and social care topic on GOV.WALES
• why they are using the health and social care topic on GOV.WALES
• how easy it is for them to find the information they’re looking for

This is part of a wider project to improve the user experience of accessing information to do with health and social care on GOV.WALES.

There is an option for you to leave your name and email address at the end of the survey to participate in future research on this project. However, this is optional, and you can opt out of taking part in future research at any time.

We are using SmartSurvey to collect the survey responses. We have ensured that SmartSurvey is UK GDPR compliant and meets our expectations in terms of the security of any data collected via the software.

Upon receipt of the information, the Welsh Government becomes the data controller for it.

Personal information that will be collected and held includes:

• name
• email address
• job title
• what local authority area you live in
• do you speak Welsh
• your ability to speak Welsh

In our remit as the data controller, the Welsh Government uses the information received for the below purposes. These purposes are necessary so as to enable us to carry out our public task and in the exercise of our official authority.

Research purposes (carried out in a way that ensures participants cannot be identified)

Research purposes include:

• to improve the user’s experience of the health and social care topic on GOV.WALES
• to improve the experience of using the GOV.WALES website overall

Publication purposes (carried out in a way that ensures participants cannot be identified)

We need to review the data collected and it may then be useful to share anonymised data with colleagues working on related websites, for example colleagues in Digital Health and Care Wales. The purpose would be to optimise the user experience across different websites. We may also want to publish summary data to GOV.WALES, this would be high-level data with no personal information. We will not share your personal data with anyone.

Your personal information will be held on Welsh Government secure servers and only be able to be accessed by relevant Welsh Government staff. Any data that is to be shared will be anonymised and will be shared with interested stakeholders.

Once the survey responses have been collected in SmartSurvey, we will export the data and delete it from SmartSurvey.

Once the data is exported and saved to iShare, it will inherit the normal disposals schedule for business for the Health, Social Care and Early Years Group within Welsh Government. This means that all information will be securely held for up to 3 years. After this point it will be removed from our databases.

Your personal data will not be used for anything other than this topic.

If you volunteered to be contacted, we may get in touch to invite you to attend future research sessions. We may also contact you in order to keep you up to date on the progress of the research. You can opt out of this communication at any time by emailing us at hss-web@gov.wales.

You have the right to:

• access to the personal data that we are processing about you
• require us to rectify inaccuracies in that data
• the right (in certain circumstances) to object to processing
• the right for your data to be ‘erased’
• lodge a complaint with the Information Commissioner’s Office who is  our independent regulator for data protection

For further information about the information which Welsh Governments holds and its use, or if you wish to exercise your rights under the UK GDPR, please see contact details below:

Holly Roberts
Content Designer
Health, Social Care and Early Years Group
Welsh Government

Email: hss-web@gov.wales

Data Protection Officer
Welsh Government
Cathays Park
Cardiff
CF10 3NQ

Email: DataProtectionOfficer@gov.wales 

The contact details for the Information Commissioner’s Office (ICO) are:

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 01625 545 745 or 0303 123 1113
Website: www.ico.org.uk