This privacy notice tells you what to expect when you contact the Welsh Government and provide us with your personal information.
Contents
What the survey involves
About this survey
The Welsh Government is undertaking a survey to understand how domiciliary care services are currently commissioned and delivered by local authorities and health boards across Wales.
This work builds on a survey undertaken in Spring 2024.
How the information will be used
The information you provide will be used to develop a current national picture of commissioning and delivery models, identify what is working well, and highlight challenges or areas for improvement.
The findings will support policy development and decision-making, including directly informing the co-production of a National Service Specification for Domiciliary Care in Wales.
Once all responses have been analysed, we will share the survey findings with participants to support shared learning and transparency.
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’.
You will be asked within the survey to provide personal data relating to:
- your work email address
- the local authority or health board you are responding for
- whether the response is from one organisation or jointly with another
- the local authority area or areas, or services, covered by your response
We will not collect any special category personal data (such as information relating to health, ethnicity, religious beliefs, or trade union membership) as defined under Article 9 of the UK GDPR.
How your information will be processed
Upon receipt of the information, the Welsh Government becomes the data controller for it.
Personal information provided to the Welsh Government is processed securely and in line with UK GDPR requirements.
The Welsh Government is the data controller for this survey. SmartSurvey is used as a data processor on behalf of the Welsh Government with UK GDPR compliance, ISO 27001 certification and Cyber Essentials Plus accreditation.
SmartSurvey data is hosted within the UK or European Economic Area.
No personal data collected through this survey will be transferred outside the UK.
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.
Although the Welsh Government relies on its public task as the lawful basis for processing, taking part in this survey is completely voluntary.
You may choose not to answer individual questions or withdraw from the survey at any point before submitting your response.
Once survey responses have been anonymised, it may not be possible to identify and remove individual contributions.
Research studies such as this are important for the Welsh Government to collect information and actionable evidence about its ability to deliver government priorities.
The information collected in this research may be used to:
- understand current practice and trends by identifying how domiciliary care services are commissioned and delivered across Wales
- inform future policy and guidance by using evidence to shape commissioning models, service specifications and support frameworks
- identify what is working well, as well as challenges, risks and areas requiring improvement
- support policy development and decision-making, including the co-production of a National Service Specification for Domiciliary Care in Wales
How secure is your personal data?
Personal information provided to the Welsh Government is always stored on a secure server.
The data can only be accessed by a limited number of Welsh Government officials working on this project.
The Welsh Government will only use this data for research purposes and to make recommendations to Welsh Ministers.
How survey data will be processed
The data from the survey will be collated by the Welsh Government using SmartSurvey.
After the survey is closed, the data will be transferred from SmartSurvey to the Welsh Government's secure server.
The data will be analysed by Welsh Government officials.
Reporting survey findings
All data gathered through this research will be reported in an anonymised format.
It will not contain your contact details and any identifiable or personal information included in open-ended responses will be removed.
The Domiciliary Care and Reablement Policy Team will use the information gathered as part of a report that will be used to make recommendations to Welsh Ministers.
How long do we keep your personal data?
The survey will be open for 3 weeks.
The data provided when you take part in the survey will be held on SmartSurvey servers for the three weeks the survey is open, as well as an additional week for the data to be transferred to Welsh Government secure servers.
After the transfer, your data on SmartSurvey will be deleted.
How long will the Welsh Government keep your data?
The Welsh Government will hold the data for 12 months after it is transferred.
This is to analyse the data, as well as conduct follow-up conversations with you if you have agreed to them.
After the work is completed, the data will be deleted. However, the report will be retained.
Individual rights
Under UK GDPR, you have the following rights in relation to the personal information you provide as part of this project:
- 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)
- to lodge a complaint with the Information Commissioner’s Office (ICO), which is our independent regulator for data protection
Making a complaint
The Welsh Government is committed to handling your personal data safely, securely and only for as long as we need.
If you have any concerns about how we use your personal data, we encourage you to raise them with the relevant team in the first instance.
You can also contact the Data Protection Officer by emailing DataProtectionOfficer@gov.wales or writing to the DPO at:
Welsh Government
Cathays Park
Cardiff
CF10 3NQ
If you wish to make a formal complaint about how the Welsh Government has processed your personal data, you can complain about Welsh Government
We will acknowledge your complaint and respond within an appropriate timescale, in line with data protection legislation and our complaints process.
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 under the UK General Data Protection Regulation, please contact:
Research contact
Denise Moultrie
Email: DomiciliaryCarePolicy@gov.wales
Data Protection Officer
The Welsh Government’s Data Protection Officer can be contacted at:
Welsh Government
Cathays Park
Cardiff
CF10 3NQ
Email: dataprotectionofficer@gov.wales
Information Commissioner’s Office
Contact details for the Information Commissioner’s Office:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Phone: 0303 123 1113
Website: www.ico.gov.uk