Process Evaluation of the Welsh LGBTQ+ Action Plan: Privacy notice
Background
The Welsh Government has commissioned the National Centre for Social Research (NatCen) to carry out a study. This study is an evaluation of the LGBTQ+ Action Plan, which was published under the previous Welsh Government. The aim of this evaluation is to see how effective the LGBTQ+ Action Plan has been, by looking at:
- how much different groups know and understand about the Action Plan,
- any gaps or challenges in the delivery of the Action Plan, and
- a snapshot of the experiences of LGBTQ+ people.
The evaluation will also suggest ways to support equality for LGBTQ+ people in Wales in the future.
As part of this evaluation NatCen will collect information using surveys and interviews with LGBTQ+ people in Wales. Participants will be invited to take part in the survey via:
- email from the survey organisation Dynata,
- by clicking on the link to the survey on the Welsh Government website, or
- via contact by the LGBT Consortium.
At the end of the survey, NatCen will ask participants to say if they are interested in taking part in an interview and/or a prize draw. This does not apply to participants from Dynata’s panel. They are not eligible for the prize draw, or to take part in interviews or further research. For more information about how Dynata process their panel’s data, click here.
The Welsh Government is the data controller for the research. This means they decide ‘how’ and ‘why’ your personal information is used. NatCen is the data processor for this project. This means they are responsible for using your personal information and keeping it secure. NatCen will anonymise all data before they share
outputs with the Welsh Government. They will also delete any personal data provided from the survey and interviews within 6 weeks of the end of the evaluation.
The only exception to this is if you agree to be re-contacted for a follow-up survey within the next 5 years. In this case, your name and email will be kept and all other personal information deleted. Your email will be deleted after 5 years. This does not apply to Dynata panel participants.
The information collected during the project will be included in a report published on the Welsh Government website. It may be included in other publications by NatCen and the Welsh Government.
Your participation in this research is completely voluntary; you do not have to take part. However, your views and experiences are important and will help to inform Welsh Government policies.
The contact for this research at NatCen is Martin Mitchell.
E-mail address: Martin.Mitchell@natcen.ac.uk
What personal data do we hold and where do we get this information?
Personal data is any information about a person that can identify them. Individuals can be directly or indirectly identified by their characteristics or other information. For example, this could be a name, an ID number, or computer IP address which are known as direct identifiers. Indirect identifiers could be one or more physical, cultural, or social factors. The UK General Data Protection Regulation (UK GDPR) defines it
as “any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier”.
If you have been emailed a link to the survey, it will have come from one of the following places:
- Dynata
- You provided your details to Dynata and agreed to receive information about surveys like this one as part of a panel. Panel members are chosen based on your personal information.
- The LGBT Consortium
- The LGBT Consortium identified you as a main contact of one of their member organisations. Your connection with one of these member organisations will be the reason why you have been contacted.
- NatCen
- NatCen was given your details with permission by Welsh Government because you are either a member of the previous LGBTQ+ Action Plan Advisory Group, or another key stakeholder of the previous
LGBTQ+ Action Plan.
- NatCen was given your details with permission by Welsh Government because you are either a member of the previous LGBTQ+ Action Plan Advisory Group, or another key stakeholder of the previous
- Welsh Government
- The Welsh Government has your details because you are either a member of the previous LGBTQ+ Action Plan Advisory Group, or another key stakeholder of the previous LGBTQ+ Action Plan. You may
also have found the link to the survey on the Welsh Government website.
- The Welsh Government has your details because you are either a member of the previous LGBTQ+ Action Plan Advisory Group, or another key stakeholder of the previous LGBTQ+ Action Plan. You may
If you were contacted via Dynata, NatCen will not have your name or email address.
If you were contacted via the LGBT Consortium, NatCen will not have your name or email address unless you gave the LGBT Consortium specific permission to provide it to them. The Welsh Government will not be given your name, email or other personal information unless you say you are happy to take part in follow-up research in the future. NatCen will only use your name and email address for this evaluation.
This research does not need any more personal data from you, but the survey does ask for anonymous information about your:
- Age
- Sexual orientation
- Sex
- Intersex
- Gender identity
- Ethnicity
- Long lasting health condition
- Activity restriction
- Local authority
NatCen will remove information about you that could identify you before sharing findings with the Welsh Government. You do not have to give this information, but it does help us to make sure that we represent a wide range of people.
If you tell us any other personal data as part of the research, the published report(s) will not include any information that could be used to identify you.
Your participation is voluntary; you do not need to take part. If you do not want to take part or be sent reminders then please email us or reply to the invitation. Then we will delete your contact details. You may withdraw from the study and request that any identifiable information about you is deleted. However, once your responses have been anonymised and combined with other participants' responses for analysis
and reporting, it may no longer be possible to identify and remove individual contributions.
At the end of the survey, you will be asked if you would be happy to be interviewed. If you are interested in taking part in an interview you will be asked for your name, email address or another way of contacting you such as a telephone number. These will be connected with your survey responses solely for NatCen to identify individuals to interview. NatCen will only use your name, email address or telephone number for
this evaluation. NatCen will then contact you by email to arrange an interview. If you change your mind about taking part, you can tell us. This does not apply to Dynata panel participants.
If you take part in an interview, we may wish to audio record interviews. We will ask your permission to record the interview before the interview starts. You can tell us if you do not wish for your interview to be recorded. If we record the interview, we will have:
- an audio recording with everything that you said
Interviews will be recorded using Microsoft Teams and transcribed using Microsoft Word. Your name will not be linked with the transcript. No personally identifiable information, or combinations of information, will be used in the report. During or after the interview, we might write some notes. We will not write down any of your personal information in these notes.
If you have a question or complaint that we cannot answer, we will send it to the person who can help. Then we will delete it from our project information.
What is the lawful basis for using your data?
The UK GDPR has rules about how we collect, use, share and keep your personal information. The lawful basis for this is our “public task”. This means we can use your personal data so we can do the work that the Welsh Government is responsible for.
Some of the information we ask about is “special category data”. This is information about you that has extra protections because it is sensitive. In this case, it is information about your sexual orientation, ethnicity and health. The lawful basis for processing this information is that it is for “statistical or research purposes”.
Participation is completely voluntary. Taking part in this research is your choice and you are allowed to change your mind.
Research studies like this are important for the Welsh Government. They help us to collect new information and show if and how government priorities are being achieved.
The information collected in this research might be used to:
- Understand whether the LGBTQ+ Action Plan is delivering against its actions.
- Understand how a potential future LGBTQ+ Action Plan can be adapted to better meet its goals.
- Establish some baseline data that can be used as a comparison point to any data collected in future. This could inform any future impact evaluation of the LGBTQ+ Action Plan.
How secure is your personal data?
Your information provided to NatCen will always be stored on a secure server. Only a few people working on this project will be able to see it.
NatCen will only use these data for research purposes. NatCen has Cyber Essentials Plus certification and is also certified to ISO 27001. It means they have shown that their computer systems follow a set of rules to keep information safe and secure.
If you have been contacted via Dynata, and/or you have data stored by Dynata, you can be assured that Dynata also follow standard quality assurance procedures compliant with UK GDPR, including ISO 27001 certification. The scripting platform for the survey is Decipher. Data will be collected by Dynata and will be transferred to NatCen securely, using SharePoint.
NatCen has procedures for any suspected data security breaches. If a suspected breach occurs, NatCen will report this to the Welsh Government. Where required, Welsh Government will notify the Information Commissioner's Office and affected individuals.
NatCen will use the information they collected to write a report. You will be able to find this report on the statistics and research page of the Welsh Government website. It might include things you wrote in the survey or said in an interview, but no one will know that you said it. The report will not include any information that could be used to identify you.
How long do we keep your personal data?
NatCen will keep your personal data during the contract period. Any personal data not already removed during transcription will be deleted by NatCen within 6 weeks of the end of the contract. This includes your contact details, unless you have given specific permission for re-contact. This does not apply to Dynata panel participants.
Individual rights
Under UK GDPR, you have rights about the personal information you provided as part of this study. Specifically, you have the right to:
- ask for a copy of your own data
- ask us to change information that is wrong
- ask us to stop using your information (in some cases)
- ask us to delete your data (in some cases)
- complain to the Information Commissioner’s Office (ICO) about how we use or
secure your information
The Information Commissioner’s Office (ICO) is our independent regulator for data protection. They can be contacted at:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Phone: 0303 123 1113. Website: www.ico.org.uk
Further Information
Please contact us if you have any questions about how the data you provided as part of this study will be used by the Welsh Government. You can also get in touch to use your rights under UK GDPR. At Welsh Government, please contact:
Name: Hannah Bayfield
Email address: Hannah.Bayfield@gov.wales
Telephone number: 03000 255595
The Welsh Government’s Data Protection Officer can be contacted at:
Welsh Government, Cathays Park, Cardiff, CF10 3NQ.
Email: DataProtectionOfficer@gov.wales