So that we can collect and store your personal information, Children in Wales must always follow the rules within 2 different laws. The 1st law is called the Data Protection Act 1998 and the 2nd law is called the General Data Protection Regulations 2018.
The rules of these laws means that Children in Wales must be the 'data controller'. This just means that Children in Wales is responsible for always keeping your personal information safe and that we can only use your information in a way that you have agreed to or that you know about.
If you come to an event with your local group, then the leader of this group will already have collected and stored your information, so we don’t need it. Your local leader will just need to tell us how many people are coming, but not your names.
When you come to an event with your leader, we want to make sure that your needs are met. So, if you have a disability or need any special food, your leader will let us know.
For example, your leader may say:
“We have 10 young people coming to the event and 1 of these needs wheelchair access”.
In this case, we need to know about the disability to make sure that we can provide access, but we don’t ask for your name as we don’t need it. This information is kept anonymously, meaning that we don’t link your name to your disability.
If you come to an event on your own, we will need to know more information about you. This is so that we can work with you and contact you directly and let you know about where the event will be and what time it will start.
We will normally ask you for:
- Your name
- Phone number
- How you want to be contacted (e.g. phone, text, email or another way you choose)
- Emergency contact details of your parent or carer
Sometimes we need to ask you for other information. This information is called Special Category information. We need to collect and store this information to make sure we are allowed to work directly with you and to make sure that we can provide our services in a way that meets your needs:
We might ask you for:
- Your date of birth
- Your gender
- If you have any disabilities
We will need to know this information:
- If you are attending without your local group leader
- If our staff are responsible for your safety when you are travelling to an event
- If you are attending any residential meetings
We will only process your Special Category information if you have agreed to this. We will always keep this information safe.
If we have asked for your parent or carer’s contact details in case of an emergency, we will always keep their information safe too.