Privacy notice – Engagement HQ

What personal information will Qualifications Wales hold about me?

Registration profile information:

In order to register on this platform we will be collecting certain personal information from you.  This includes your name, email address and your language preferences together with information that will help us understand what types of stakeholders we have reached through our engagement.  

We may use your email address and language preferences to send you mailings about stakeholder engagement that may be of interest to you.  There will be an option to unsubscribe from these mailings.

We may also use your email to contact you about your responses

Engagement Information:

The content you create as part of your interactions on this platform can include responses to public consultations, surveys, quick polls, comments and discussions forums.  This will be retained along with your identifiable registration information.

Please avoid including personal information about others in responses.

Our purposes for retaining this information are to support our principal aims of:

  • ensuring that qualifications, and the Welsh qualification system, are effective for meeting the reasonable needs of learners in Wales;
  • promoting public confidence in qualifications and in the Welsh qualification system.

Our lawful basis for retaining this information is to enable us to fulfil our public task as the regulator for the qualifications system in Wales and in order to exercise our official functions under Qualifications Wales Act 2015 (according to article 6(1)(e) of the UK GDPR)

We will also ask for personal information about protected characteristics (“special category” information under UK GDPR).  This is optional and you may skip these questions. We use the legal basis of “explicit consent” to process this data (according to article 9(2)(a) of the UK GDPR).  You may withdraw your consent at any time by logging in to the platform and amending your registration responses..   The purposes of requesting this information is to support our principal aims as outlined above to monitor how we have engaged with underrepresented groups.

If you are under 13, we you ask a parent/guardian to confirm their consent for you to register.  You will need to sign up using your school email or hwb address only.  The name and email address of the parent/guardian will only be used for the purposes of keeping a record of consent and to verify consent.

Usage information:

Cookies are used to monitor your activity on the platform, for example what pages you have visited.  See Cookie Information for further details

How long do we keep the personal data for?

Registration and usage information:

You can delete your registration on the platform at any time by request by contacting  Personal data of deleted respondents will be kept for up to 12 months after the publication of the report for the last consultation or survey responded to.  Please note that Qualifications Wales may continue to retain contact details of stakeholders representing key stakeholder organisations where it is necessary for our public task (e.g. contact details for Heads of Schools).  We will retain contact details of these key stakeholders according to our retention schedule and for as long as needed to fulfil our public task.

Engagement information:

Responses to consultations and surveys will be retained according to our retention schedule.

Who do we share information with?

The providers of this platform (Granicus) act as processors for Qualifications Wales for the personal information contained in it. 

Personal Information may also be shared with third party organisations contracted to undertake work for Qualifications Wales (e.g. Research companies contracted to analyse responses) where it is necessary for our public task outlined above.

We may also share contact information of respondents representing key stakeholder organisations with other public bodies where it is necessary for our public task (e.g Awarding Body Responsible Officers with Welsh Government).

We will only share information with other organisations where there is a legal basis to do so as it is necessary for our public task.

Freedom of Information

Please note that as a public body, all information that we hold is subject to Freedom of Information requests.  We will comply with the Data Protection Act 2018 and UK GDPR when considering requests for information made under the Freedom of Information Act.

Your Rights

Subject to some legal exceptions, you have the right to:

  • request a copy of the personal information Qualifications Wales holds about you
  • to have any inaccuracies corrected
  • to have your personal data erased
  • to place a restriction on our processing of your data
  • to object to processing

Upon request, we can erase personal data from our collected response including any contact or personal details given in completing questionnaires and any personal details included in the text of your responses.

To learn more about these rights please see the ICO website.

Please address any such requests to the

QW Data Protection Officer
Qualifications Wales
Q2 Building, Pencarn Lane,
Imperial Park,
NP10 8AR

01633 373222

If you are dissatisfied with our response you can complain to the Information Commissioner's Office

Information Commissioner's Office
Wycliffe House
Water Lane