Pen Y Cymoedd Panel

How we hold and process your information

Pen y Cymoedd Wind Farm Community Fund CIC (PyC CIC) has commissioned Wavehill to monitor and evaluate the impact and outcomes of Community Fund investments, delivery of the Community Vision set out in the Fund Prospectus and the CIC’s own working practice and effectiveness in support of these.

As part of this, we are establishing a Panel to collect the views of the community. Participation in the Panel is voluntary, however as a thank you, your household will receive a £10 Love2Shop e-voucher every time a member of your household completes a survey as part of the Panel which will be administered by Wavehill. Depending on the topics under discussion, you may be asked to fill out up to 4 surveys a year distributed by Wavehill however this will vary and you may receive no surveys in a given year. Participants will only be eligible to receive their voucher if they have completed the survey fully with legitimate information. Vouchers will be directly emailed to participants within a month of the close date of the survey.

We will ask for your name, postcode and email address so that we can contact you, along with other questions on topics such as age, gender, your household, and employment status.

We will only use your contact details with your express consent and only for the purpose(s) specified.

Any personal information collected as part of the evaluation is kept confidential. Your answers to the survey will not be made public in a way that could lead to you. Wavehill will produce a report based on the data but this will not identify any individuals.

• Once you have consented to be on our database we will hold your contact details for up to 3 years from the date of consent unless you decide to withdraw your consent.

• If you agree that you are happy to be contacted further after filling out a survey we will hold your contact details for up to 3 years from this date.

• If you have consented to us retaining your data for the full 3 years, just before this time period is up we will contact you to ask if you are happy for us to retain your data for a further 3 years. If we cannot contact you at this time then we will delete your data from our systems.

• In order to identify community characteristics, we will keep hold of your Equalities Information (including age, gender, sex etc.) alongside your contact details for the same amount of time.

• Any data that you provide as part of our surveys will be kept for six months and then anonymised.

If you would like further information on the study, please contact Endaf Griffiths at endaf.griffiths@wavehill.com

You can also talk to Kate Breeze at the Community Fund – 01685 878785 / kate@penycymoeddcic.cymru or contact the data protection officer for the Welsh Government at DataProtectionOfficer@gov.wales.

Under data protection legislation, you have the right:

• To access your personal data held by Wavehill

• To require Wavehill to correct any mistakes in that data.

• To (in certain circumstances) object to or restrict processing.

• For (in certain circumstances) your data to be ‘erased’.

If you have any concerns about how your data has been handled, you can lodge a complaint with the Information Commissioner’s Office independent regulator for data protection. You can contact the Information Commissioner’s Office on 01625 545 745 or 0303 123 1113, via the website www.ico.gov.uk or write to: Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Further information

1. What is personal data?

Personal data means any information that could lead to a person being identified either alone or in combination with other widely available information, e.g. their name, their address, or details specific to that person.

We will collect personal information such as your name and contact details as part of this survey.

2. How long will personal data be kept for?

Wavehill will hold your personal data during the contract period anticipated to last until 2024. However, permission to retain your contact details will be reviewed with you on a 3-year basis (unless you have specified otherwise) and your survey responses will be anonymised within 6 months of your response. Wavehill will delete all records from their systems 6 months after the contract has ended.

Wavehill will provide Pen y Cymoedd CIC with an anonymised version of the dataset. This means the dataset will not include information that could identify you. In particular, your name, address and other contact details will be deleted from this dataset.

3. What is the legal basis for collecting and processing the data collected through the survey?

This panel will allow Pen Y Cymoedd to understand the views of local people about what has changed in the local area since the fund was introduced and to collect opinions on the on-going priorities for the funds. As part of the survey we ask for your clear consent to process your data solely for the purposes of this Panel research.

The evaluation is being carried out by Wavehill on behalf of Pen Y Cymoedd CIC. Your individual participation in the research is voluntary.

4. What is the purpose of processing your answers to the survey?

The data is used for research and evaluation purposes only for the reasons set out above. The data will be analysed to enable Pen Y Cymoedd CIC to understand the impact and effectiveness of the funds that have been provided and decide whether any changes need to be made to further support communities. The data will not be used for commercial or marketing purposes and it will not be used to take make decisions about you as an individual.

5. Who has access to the personal data collected through the survey?

Wavehill will have a copy of the personal data to allow it to carry out the survey and to prepare the final dataset. Wavehill will hold your personal data during the contract period which is anticipated to last until 2024. However, permission to retain your contact details will be reviewed with you on a 3-year basis (unless you have specified otherwise) and your survey responses will be anonymised within 6 months of your response. Wavehill will delete all records from their systems 6 months after the end of the contract has ended.

Should Pen Y Cymoedd CIC decide to maintain this Panel independently of Wavehill we will contact you to ask for your consent to transfer this personal information to them.