The Children’s Legal Centre Wales (CLC Wales) is a project within the Hillary Rodham Clinton School of Law, Swansea University and operates as an online information service providing information about the law in Wales and how it affects and applies to children and young people. As of 2022, the CLC Wales will also provide initial advise services to children, young people and their families in Wales.
In circumstances where the CLC Wales is responsible for the collection and processing of personal data including data defined as sensitive by the General Data Protection Regulation (GDPR) (EU) 2016/679, Swansea University is the data controller and is committed to protecting the rights of participants in line with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Swansea University has a Data Protection Officer who can be contacted through dataprotection@swansea.ac.uk
We take the collection, storage and use of personal data very seriously. In this document, you will find an explanation of why we collect individual data for the CLC Wales, how we process it and the steps we take to ensure data security at all stages.
All data collected through the CLC Wales is processed and stored in accordance with the Data Protection Act 2018 and the UKGeneral Data Protection Regulation (GDPR).
What kind of information do we collect?
Personal Information
We collect the following pieces of information from interested individuals who sign up to receive newsletters and other information by email from our mailing list:
- Name
- Email address
- Which age range you fall into (under 18; 18-25; over 25)
- What your interest is in the Children’s Legal Centre (as a young person, as a parent/carer, as someone who works with children and young people, as a legal professional, or you’re just interested).
We collect the following pieces of information from those requesting initial advise;
- Title
- Name
- Address
- Contact details
- Is this an enquiry about yourself or someone else?
- Relationship to the person i.e. parent, guardian etc
- Age of child
What is the issue
Cookies
We also collect general information about visitors to our website using cookies. This information does not identify you as an individual. Cookies are small text files that sit on your browser (temporary cookies) and on your hard drive (permanent cookies) and identify you as a ‘unique user’. We use cookies to track visits to the website, which pages visitors are going to, and how long they are staying on the website, and on individual pages. Cookies do not collect personal information about you.
Temporary cookies will be deleted automatically when you leave our website; permanent cookies will stay in place until you erase them or they expire. You can block cookies from the Children’s Legal Centre by following the instructions from your web browser.
Third Party Websites
Where we link to other websites, including Blackbaud which we use to process financial donations to the CLC Wales , we cannot guarantee that they operate the same privacy policy as we do at the CLC Wales, and we can’t be held responsible for the privacy practices of other websites. If you are concerned about the privacy of the website you are visiting, please check their privacy statement.
Consent
We do not process any data without explicit consent. When you sign up to our newsletter you will be asked to give your consent to receive emails from the Children’s Legal Centre. Additionally, when attending any initial advise session you will be asked to sign to signal your consent.
You have the right to withdraw your consent at any time and can do this by emailing childrenslegalcentre@swansea.ac.uk.
Why we collect individual data and how we use it
We collect data on individuals for the purposes of providing legal information and advice and sending out relevant and appropriate newsletters and to update interested parties on the work of the CLC Wales.
How data is processed
The CLC Wales collects names and email addresses through online and email enquiries. The data is password protected and is only accessible to authorised members of staff for the purposes of preparing and sending information, advise and newsletters.
How long will your information be held?
The CLC Wales will hold your information for as long as you wish to remain on our mailing list. You can unsubscribe from our mailing list at any time.
When personal data is held in relation to an initial advice case we will store client records containing personal information securely for a period of not less than six years after the date on which your letter of advice is sent, unless there is an explicit requirement to destroy the information before that period, or retain the information for longer.
Sharing your data
Personal information will not be disclosed to third parties except:
- where you have explicitly requested or consented to the personal information being shared with a named third party;
- where disclosure of personal data is required by law and where such disclosure is not protected by professional legal privilege and does not first require consent to be obtained;
- where parties conduct audit or quality checks on our practice. These parties are required to maintain confidentiality in relation to your case;
- where it is required by our regulators, the Solicitors Regulation Authority or the Bar Standards Board;
where it is required under the Proceeds of Crime Act 2002 which imposes a duty on lawyers to report certain information to the authorities, where, for example, it seems that some assets in your case were derived from a crime. If we have to make a report, we may not be able to tell you that we have done so.
Security of your information
Data protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of staff who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password and other security restrictions.
Some processing may be undertaken on the University’s behalf by an organisation contracted for that purpose. Organisations processing personal data on the University’s behalf will be bound by an obligation to process personal data in accordance with data protection legislation.
Right of access
You have the right to contact us to ask for a copy of the information we hold about you. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Officer at dataprotection@swansea.ac.uk
Where to Go if You Want More Information About Your Rights or to make a Complaint
The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly.
You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. We will always do our very best to solve any problems you may have.
Created: June 2022