Cadw Member Survey – Privacy Notice
Cadw, part of the Welsh Government, collects feedback on member experience and opinion on a regular basis.
As part of this. we are conducting our annual member survey. This aim of this data collection is to:
- Provide an opportunity for members to share feedback about the Cadw membership scheme.
- Use the findings to improve the membership product.
- To collect feedback about potential new products and systems.
- To collect feedback to understand who our existing members are and identify any missing audiences.
Welsh Government is the data controller. Cadw will remove personal data before writing up the report.
The information collected during the project will be shared internally within Cadw (Welsh Government) in an anonymised format. The information collected during the project will be included in a report, which will not be published.
Anonymised data will also be shared with a small team at Golley Slater, the agency that manages our membership programme administration and marketing activity.
Your participation in this research is completely voluntary. If you wish to enter the prize draw for Cadw membership, you will be asked to provide your e-mail address. Your email will only be kept until the prize draw is completed.
Your feedback from the survey will help Cadw improve the member experience.
PRIVACY NOTICE
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 provided your email address when you joined Cadw and opted into receiving the Cadw member newsletter and communications related to your membership.
You are not required to provide any personal details as part of completing the survey and your email address or IP address are not captured as part of completing the survey. The responses to the survey are therefore anonymous.
You are encouraged not to provide any personal details for any of the open response questions. However, If you choose to provide additional personal data as part of the research we will try not to identify you from, or link your identity to, the responses you provide
As the survey is anonymous you are required to provide your email address if you want to take part in the prize draw for Cadw membership. This is completely voluntary and you do not need to provide your email address if you do not wish to take part in the prize draw. Your email address will be captured in a different data set, which is not linked to your survey responses.
If you choose to take part in our prize draw and have provided your email address at the end of the survey, the Welsh Government (Cadw) operates the prize draws on the first working days of March, June, September and December, and you will be entered into the December or March prize draw. Winners of the prize draw will be contacted and will be required to claim their prize within five working days. On each date we will select prospective winners from the prize draw up to three times to find a winner and if the prize is not claimed after this period, the draw will be void for the particular prize. The email dataset for prize entries will be deleted no later than 15 working days after the prize draw date. For full competition T&Cs please visit https://cadw.gov.wales/cadw-survey-terms-conditions-and-privacy-notice
Once the survey has closed, all survey data will be transferred from SmartSurvey to Welsh Government project files. These project folders have restricted access to the research team only. At this point we will remove any identifying details that appear in open text response questions.
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.
Participation is completely voluntary. Research studies such as this are important for Cadw (Welsh Government) to collect information and actionable evidence about its ability to deliver government priorities. The information collected in this research, for example, might be used to:
- make changes to the membership scheme to improve the service for new and members
- collect feedback about potential new products and systems linked to the membership scheme
- collect demographic and interests data to better understand our members and for marketing segmentation purposes.
How secure is your personal data?
Personal information provided to Cadw is stored on a secure server. The data can only be accessed by a limited number of Cadw research employees, who will only use this data for research purposes.
Your survey responses and email address, if you decide to take part in the prize draw, will be held in different datasets.
When conducting surveys, Cadw use a survey software programme called SmartSurvey. We only use software that is UK GDPR compliant and meets our expectations in terms of the security of any data collected via the software.
The Welsh Government has procedures to deal with any suspected data security breaches. If a suspected breach occurs, we will notify you and any applicable regulator where we are legally required to do so.
All data gathered through this research will be reported in an anonymised format. It will not contain your contact details and any identifiable information in open-ended answers will be removed.
How long do we keep your personal data?
Where provided for the prize draw, all email addresses held by Cadw (Welsh Government) will be deleted following the completion of the prize draw. You will be entered into the next available prize draw. Winners will have five working days to respond and if they fail to do so, the draw will take place up to a maximum of two further times. As such, the maximum period for email addresses being held will be 15 working days after the first working day of the prize draw following your survey response.
Individual rights
Under UK GDPR, you have the following rights in relation to the personal information you provide as part of this Cadw Member Survey, you have the right:
- 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); and
- 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: 0303 123 1113. Website: www.ico.gov.uk
Further Information
If you have any further questions about how the data provided as part of this study will be used by Cadw (Welsh Government) or wish to exercise your rights using the UK General Data Protection Regulation, please contact:
Ceri Thomas
Email: cadwresearch@gov.wales
Telephone: 0300 062 5147
The Welsh Government’s Data Protection Officer can be contacted at:
Welsh Government
Cathays Park
Cardiff
CF10 3NQ
Email: dataprotectionofficer@gov.wales
November 2023.
For T&C's please visit:
Cadw Survey Terms & Conditions and Privacy Notice | Cadw (gov.wales)
