Hwb platform privacy notice

Thank you for visiting the Hwb Web Platform found at https://hwb.gov.wales/ (the “Hwb Web Platform”). The Hwb Web Platform is operated by the Welsh Government (we or us).

This privacy notice sets out how we collect and use personal information when you use the Hwb Web Platform. When we say ‘personal information’ in this notice, we mean information that relates to you and can be used to identify you.

This notice applies only to your use of the public-facing Hwb Web Platform at https://hwb.gov.wales/. Should you use the Hwb Cloud Environment, then you should read the Hwb Cloud Environment privacy notice.

This privacy notice does not apply to other websites and services which may be accessible via the Hwb Web Platform. We encourage you to read the privacy notices on the other websites you visit.

Data controller

The data controller for personal data processed through use or access to the Hwb Web Platform is the Welsh Government.

If you have any questions about this notice or how we use your personal data, the contact details are set out below.

Browsing the Platform without logging in

The Platform is structured so that you can visit it without specifically identifying yourself. You do not need to log in or to provide any further personal information to us to use the Hwb Web Platform.

However, we will automatically collect certain information when you visit the Hwb Web Platform which may include technical information, such as the Internet Protocol (IP) address used to connect your computer to the internet, browser type and version, time zone setting, browser plug-in types and versions, operating systems and platform.

This information is used to ensure the content of the Hwb Web Platform is presented in the most effective manner for you and for your device. We will use this information to:

• develop, test and improve our systems

• ensure that the content of the Hwb Web Platform is presented in the most effective manner for you and for your computer

• administer the Hwb Web Platform

• for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes

• carry out statistical analyses, including benchmarking exercises, to enable us to understand you better and improve our services

For more information, please refer to the Hwb Cookie Policy

Provision of information

However, depending on how you use the Hwb Web Platform, you may choose to provide other personal information. For example, you may provide personal information when contacting us via the Hwb Web Platform or when registering to attend an event through the Hwb Web Platform events landing page.

Events booking service

The Hwb Web Platform provides a booking service for events created and managed by either the Welsh Government or another organisation.

Where applicable, if you wish to register for an event, you will need to provide your personal details. You will need to manually enter your details (including your name, email address, the name of your organisation and your location).

The event organiser will be responsible for handling your information in accordance with data protection requirements and you should refer to the event organiser’s privacy notice for further information.

Uses and retention of your personal information

Any personal information provided by you will be used by the Welsh Government and its contractors for the purposes it was provided only.

We keep personal data only for as long as necessary to fulfil the purposes we collected it for and in line with our retention schedules as follows:

User data: 12 months

Networks (and comments): up to 5 years

When data is no longer needed it will be securely deleted or anonymised.

Sharing your personal information

We will only share personal data where necessary and lawful. Categories of recipients include:

• Our service providers who process the personal data on our behalf and act on our instructions only. These providers are our data processors and are bound by contracts that require appropriate security measures and prohibit use of your data for their own purposes. Our current service providers are CDSM interactive solutions (up to 31 December 2026) and Tinopolis interactive Ltd.

• Other public bodies where this is necessary to respond to a specific enquiry you have made and is consistent with our or their public task

• You may access external services through the use of the Hwb Web Platform. The Welsh Government is not responsible for such external services, and operators of such external services will be responsible for the processing of personal data. We would advise you to read the terms and conditions and privacy notices of each external service that you choose to use.

• Law enforcement, regulators, courts or other third parties where we are required to do so by law, to protect the rights, property or safety of the public, the Welsh Government, our staff or others, or to detect and prevent fraud or security incidents.

We do not sell your personal data or use your personal data for marketing purposes (unless you have otherwise agreed for us to do so).

If you contact us

We will collect personal information about you if you complete an online form, register for a Hwb hosted event, or contact us for any other reason. The exact personal information will depend on what you choose to provide us with. We will use your personal information to respond to your enquiry or request.

Lawful basis for processing data

We rely on public task where processing is necessary for the Welsh Government to operate, maintain, secure and improve the public-facing Hwb Web Platform and to respond to enquiries connected with our public functions.

When we process your personal data for security monitoring purposes, the legal basis we rely on is that the processing is necessary for our legitimate interests. Our interests in this regard are protecting the Hwb Web Platform and its users against security threats.

When we process your personal data provided to respond to enquiries which are not connected with our public functions, we will rely on your consent as the legal basis to do so.

Where we use non-essential cookies or similar technologies, we will rely on your consent.

Where we are legally required to process or disclose information, we rely on legal obligation.

International transfers

Your personal data is normally processed within the UK or EEA. If we need to transfer personal data outside the UK or EEA, we will ensure appropriate safeguards are in place.

Cookies

Like many websites, the Welsh Government uses cookies on the Hwb Web Platform. Cookies are small pieces of information sent by a web server to a web browser which enable the server to collect information from the browser.

You have the option to decline cookies that measure your use of the Hwb Web Platform. For more information, please refer to the Hwb Cookie Policy

Feedback, comments and complaints

We try to meet the highest standards when collecting and using personal information. For this reason, we welcome your feedback. We encourage people to tell us if they think that our collection or use of information is unfair, misleading or inappropriate.

If you do contact us, we may need to contact other government departments, local authorities, schools or other organisations to answer your query. If you have a technical question, we may need to pass it to our technology suppliers.

Once we have replied to you, we keep a record of your message for audit purposes in accordance with the Welsh Government Data Retention Policy.

Your rights

You have rights in relation to the personal information we hold about you. These are:

• the right to make a complaint about any alleged infringement of data protection law

• the right to request access to your own personal information that we hold and this is sometimes known as a 'subject access request'

• the right to have any inaccurate information we hold about you corrected (rectification)

• the right to have your information deleted (erasure)

• the right to request the restriction or suppression of your personal information (restrict processing)

• the right to object to the use of your personal information for certain purposes (objection)

• the right to your information in a portable format

• the right to object to decisions about you being made by wholly automated means

Many of the rights listed above are limited to certain defined circumstances and we may not be able to comply with your request in full. We will tell you if this is the case. You can read more about your rights on the Information Commission (ICO) website.

If you make a request to us, we will usually respond to you within one calendar month. We will not charge a fee for dealing with your request.

This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed.

If you want to request further information about our privacy notice, exercise any of your rights or make a complaint, please email us at dataprotectionofficer@gov.wales or write to:

Data Protection Officer
Welsh Government
Cathays Park
Cardiff
CF10 3NQ

If you have any other questions about the Hwb Platform or Hwb services, please email us at support@hwbcymru.net or write to:

Schools Digital Services Division (Hwb)
Welsh Government
Rhyd-y-car
Merthyr Tydfil
CF48 1UZ

If this privacy notice changes in any way, we will place an updated version on the Hwb Web Platform.