Evaluation of the Transformation Capital Grant Programme

 Process Evaluation: Online Survey

The Welsh Government has commissioned OB3 Research to undertake an evaluation of the Transformation Capital Grants programme. The aim of the evaluation is to assess the management, monitoring and evaluation processes and governance of the programme and assess whether they support delivery and enable value for money.

As part of the evaluation OB3 wish to gather information via an online survey with all organisations who can apply for the grant programme including successful and unsuccessful applicants and those who are eligible but have not yet applied.

The Welsh Government is the data controller for the research. The Welsh Government will receive a copy of the data collected by OB3. However, OB3 Research will delete any personal data provided through surveys and will anonymise the raw data before it is shared with the Welsh Government.

The information collected over the course of the evaluation will be included in reports published on the Welsh Government website and possibly in other publications by OB3 Research and Welsh Government.

Your participation in this research is completely voluntary. However, your views and experiences are important in order to help inform Welsh Government policies.

The contact for this research at OB3 Research is Heledd Bebb

E-mail address: heledd@ob3research.co.uk.

Telephone number: 07815 772242

PRIVACY NOTICE

What personal data do we hold and where do we get this information?

Personal data is defined under the UK General Data Protection Regulation (UK GDPR) as ‘any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier’.

OB3 asked the Welsh Government or an umbrella organisation in the museums, archives, or libraries sector to share the online survey link with eligible organisations.

This research does not require the collection of additional personal data from you and your email address and IP address are not automatically recorded by taking part in the survey. The online survey will ask if you would be prepared to contribute to the evaluation. Doing so will be on a voluntary basis and you will be asked to provide your contact details in the survey if you wish to take part in later stages – you can still take part in the survey without providing contact details. 

If you provide your contact details then OB3 may contact you to undertake an interview. Your participation in any future part of the research is voluntary and if you do not wish to take part or be sent reminders then please reply to the invitation email you receive from OB3. The interview does not require the collection of additional personal data from you with the exception of your image if you agree to the interview being video recorded. We may need to record interviews for operational reasons.  If this is the case, we will make this clear to you before the interview begins, and you will have the opportunity to tell us if you are not happy for it to be recorded. If interviews are undertaken in person a Dictaphone will be used for recording. If they are undertaken virtually, Microsoft Teams will be used and interviews will be recorded through this platform. If interviews are recorded, personal data will be removed during the process of transcribing interviews. Recordings will be deleted as soon as this process is completed. If interviews are not recorded, personal data will not be included in written notes prepared during or following interviews.

If you raise a query or complaint and provide personal data requesting a response, the researcher will forward the request only to the relevant official and subsequently delete it from the research data.

What is the lawful basis for using your data?

The lawful basis for processing information in this data collection exercise is our public task; that is, exercising our official authority to undertake the core role and functions of the Welsh Government.

Participation is completely voluntary. Research studies such as this are important for the Welsh Government to collect information and actionable evidence about its ability to deliver government priorities. The information collected in this research, for example, might be used:

·       in yearly update reports to refine scheme implementation on an on-going basis

·       to inform future practice  

How secure is your personal data?

Personal information provided to OB3 Research is always stored on a secure server. Only members of the research team have access to this data which is subject to the same security practices as all other data held by OB3 Research.  The data can only be accessed by a limited number of researchers working on this project. OB3 Research will only use this data for research purposes. OB3 Research has Cyber Essentials certification. 

When conducting surveys, OB3 Research use a survey software programme called SNAP Software. We have ensured that SNAP is GDPR compliant and meets our expectations in terms of the security of any data collected via the software.  All data is processed within the EEA and is deleted from the SNAP software server as soon as it is downloaded to OB3 Research’s server for analysis.

OB3 Research has procedures to deal with any suspected data security breaches. If a suspected breach occurs, OB3 Research will report this to the Welsh Government who will notify you and any applicable regulator where we are legally required to do so.

OB3 Research will use the information gathered to produce a report that will be published on the Welsh Government website. This report will not include any information that could be used to identify individual participants.

How long do we keep your personal data?

OB3 Research may hold personal data during the contract period if you provide your contact details, and any personal data will be deleted by OB3 Research three months after the end of the contract. This includes any contact details you provided.

OB3 Research will provide Welsh Government with an anonymised version of the data which will not include information that could identify you.

Individual rights

Under UK GDPR, you have the following rights in relation to the personal information you provide as part of this research, you have the right:

·       To access a copy of your own data

·       For us to rectify inaccuracies in that data

·       To object to or restrict processing (in certain circumstances)

·       For your data to be ‘erased’ (in certain circumstances); and

·       To lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection.

The contact details for the Information Commissioner’s Office are: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Phone: 01625 545 745 or 0303 123 1113. Website: www.ico.org.uk

Further Information

If you have any further questions about how the data provided as part of this study will be used by the Welsh Government or wish to exercise your rights using the UK General Data Protection Regulation, please contact:

Name: Tom Stevenson

E-mail address: tom.stevenson2@gov.wales

Telephone number: 03000 062 2570

The Welsh Government’s Data Protection Officer can be contacted at:

Welsh Government, Cathays Park, Cardiff, CF10 3NQ Email: DataProtectionOfficer@gov.wales.