The Cylch Meithrin is committed to ensuring the privacy of individuals and the security of your personal information.

During the fulfilment of its regular activities, the Cylch Meithrin processes personal data. The Cylch Meithrin is the controller and is responsible for your personal data. The Cylch Meithrin is committed to ensuring the security and fair processing of any data we receive. 

To this end, the Cylch Meithrin is registered annually with the Information Commissioner’s Office (ICO) as a data controller. 

This privacy notice explains how and why, we use any personal information we collect. 

The Cylch Meithirn has appointed a ‘Data Champion’ who is an individual within the organization with responsibility for data protection.  Should you wish to exercise any of your rights, in accordance with the General Data Protection Regulations (GDPR) please contact the Cylch Meithrin ‘Data Champion’ by using the usual Cylch Meithrin contact details. 

Changes to our Privacy Notice

This privacy notice was last updated on the 11th of June 2018, and will be updated from time to time, particularly if there are any legislative changes that we need to comply with. 

The most recent version of the policy will be always be displayed on Mudiad Meithrin’s website here http://www.meithrin.cymru/data-security/. Please check back frequently to see any updates or changes. 

Your obligation to inform us of changes

It is important that the information that The Cylch Meithrin holds about you, or your child, is correct and up to date.  Therefore please ensure that you keep us informed of any changes to your personal data during the time that you are using any of The Cylch’s services or otherwise engage with us.

Your rights under Data Protection Law

These are your rights with respect to any personal data that may be collected by The Cylch Meithrin:

1. to be informed (of your rights and of the fact that your data is being processed).

2. to access the personal data that we collect. (Subject Access Request).

3. to verify the personal data that we hold about you.

4. to delete the personal data that we hold about you.

5. to restrict the processing of the personal data that we hold about you.

6. to the portability of data (e.g. moving data from one organisation to another).

7. to object to the collection or processing of your personal data.

8. in relation to using your personal data for automated decision making and profiling.

At the point we collect your data you will be informed how it will be used. We also include that information in this privacy policy. We make every effort to ensure that your personal information is accurate and up to date. You can ask us to correct or remove information you think is inaccurate. 

If you would like to exercise any one of your rights, or would like a copy of some or all of your personal information held by the Cylch Meithrin, please contact the Cylch Meithrin Data Champion.

Your right to lodge complaints with the data privacy supervisory authority

Without prejudice to any other administrative or judicial remedy you might have, you have the right to lodge a complaint with the UK’s Information Commissioner if you consider that we have infringed applicable data privacy laws when processing your personal data. Further information is available from the Information Commissioner’s Office:

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

www.ico.org.uk

01625 545 745 or 0303 123 1113

Security of your data

In accordance with Data Protection Law we maintain appropriate organisational and technical measures to enable us to safeguard your personal data including that which is transferred, stored or otherwise processed, from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include computer safeguards and secured files and facilities.

What information does the Cylch Meithrin collect about you, how is it used and how long is it kept? 

Personal information is collected by the Cylch Meithrin to deliver its services.  This Information is kept securely and is used in order to inform you of any changes to the Cylch Meithrin sessions, and to contact you as and when required during the course of your engagement with the Cylch’s activities.  In accordance with Childcare Information storage regulations, any personal data that is directly related to the care your child receives will be kept until the child turns 25.  Any personal data of a financial nature is held for a period of 7 years in accordance with HMRC accounting requirements.

Any failure to provide information may impact on your ability to engage with the Cylch’s activities, and for the Cylch to deliver its services to you.  

Some of the personal data is then converted into anonymised statistical data to measure and to identify trends in service use.

From time to time we are legally required to share relevant Information with certain government agencies like CIW (the agency which registers, inspects and ensures the quality and safety of care Services in Wales), Estyn (the agency which inspects the quality and standards of education providers in Wales) and Social Services (where necessary).

[Legal basis 1(b) is relied upon for processing under Article 6 and 2(b) under Article 9 of the GDPR.] 

Data Champion Contact Details

The contact details for the Cylch Meithrin Data Champion can be found here: http://www.meithrin.cymru/find-a-cylch/