'Diff Diaries Privacy Notice

This is the Privacy Notice for The Diff Diaries Project, here we will explain how and why your personal data will be used.

Your trust is very important to us. This means the Cardiff Council is committed to protecting the privacy and security of your personal information. It is important that you read this notice so that you are aware of how and why we are using such information. This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with data protection law.

Project Purpose

The Diff Diaries is for 7-16 year olds in Cardiff to share their stories of isolation and social distancing during and after the Covid 19 pandemic.

We want to make sure children and young people's voices, lives and experiences are told. We'll be looking to shortlist the strongest and most unique Diff Diaries entries and showcase them at an event which will be held in Cardiff at project completion.

If you are shortlisted we will ask you if you want to be contacted by The Museum For Cardiff. If you agree they will get in touch with you to discuss how your content could be archived and exhibited however it should be noted that this will be a separate privacy notice and consent to what you are completing here. If you choose not to consent to this we will destroy your records at project end.

Where you have provided your consent to be contacted by Cardiff Museum to take part in their stories, we will store your data for a period of one month following the film festival event. If you provide your consent to be contacted by Cardiff Museum to take part in their stories, your contact information will be provided to them for this purpose and the video footage you have uploaded as part of this project will also be provided to Cardiff Museum, who are part of Cardiff Council.

Lawful basis for processing

We are relying on your consent to process your personal data as part of this project.

This means we will request your explicit consent prior to the processing of your personal data. You also have the right to withdraw your consent at any stage and can do so by contacting us at the contact details listed at the bottom of this notice.

Parental/guardian consent is also required in order for children to take part in this project.

For the purpose of this project, Cardiff Council is the data controller of the personal information collected. This means Cardiff Council is responsible for deciding what personal information we collect and how we use it.

What we will collect and how we use it

Personal data collected as part of this project will include any information you provide to us when you upload content to the Platform, or contact us directly, including:

Name

Age

School

Hwb email

Any personal data contained in your video, collage or written entry

The parent/guardian of individuals aged 7-16

Name

Address

Email address

Phone number

The council may also process personal data of a sensitive nature. Examples of sensitive data include personal information relating to health or ethnicity or sexuality or political or religious view. We cannot know upfront which videos will include sensitive information; for that reason we require parental and carer consent at the outset to ensure that each video is processed lawfully.

User-generated content, including photographs, videos, collages and written content that you choose to upload or contact us directly with is referred to as (“User Content”)

How we will use your data

We will use the information we collect:

• to fulfil requests for services, platform functionality, support and information for internal operations, including troubleshooting

• to use User Content as part of our advertising and marketing campaigns to promote The Diff Diaries

• to infer additional information about you, such as your age and school

• to help us refer to the appropriate authorities safeguarding concerns, abuse, fraud, and illegal activity uploaded or sent to us

• to ensure that you are the right age to enter the competition

• to communicate with you, including to notify you about any changes

• to announce you as a winner of The Diff Diaries Competition and/or shortlisting

How we share your information

We are committed to maintaining your trust, and the council will only share your personal data with a third party at project end to edit your video, collage and written entries for shortlisting. For this purpose we will enter into a Data Sharing Agreement to ensure the safe access, transfer and storage of your data.

We will share the categories of personal information listed above internally within the council to help us perform business operations and for business purposes, including administering contests and shortlisting, technology services such as editing, email deployment, data storage and data processing.

We may disclose your information to respond to, legal process, law enforcement requests, legal claims, or government inquiries, and to protect and defend the rights, interests, safety, and security of the council, or the public. We may also share your information to enforce any terms applicable to the platform, to exercise or defend any legal claims, and comply with any applicable law.

Your rights and more information about data protection

When we share your data with a third party for editing purposes this will be done securely and the council will enter into a Data Processing Agreement with the third party to ensure the safe transfer, access and storage of your data. This will be carried out in line with current data protection legislation.

You can request a copy of the data the council stores about you and you have the right to ask for your data we collect to be deleted however there are exceptions to your rights and they may be limited in some situations for example we may refuse this request.

You can contact our data protection officer if you have questions or you wish to find out more details about your rights under data protection law. You can find out more about how to contact our Data Protection Officer and view Cardiff Council’s full privacy notice here; https://www.cardiff.gov.uk/ENG/Home/New_Disclaimer/Pages/default.aspx

If you raise a concern with the council about how we handle your data and are not happy with our response, you can raise a concern with the Information Commissioner's Office (ICO).

You may submit a request to access or delete the information we have collected about you by sending your request to us at the email or physical address provided in the Contact section at the bottom of this policy. We will respond to your request consistent with applicable law and subject to proper verification. And we do not discriminate based on the exercise of any privacy rights that you might have.

Retaining your information

The council will retain your information and your video, collage or written entry until project end at which point three months following this it will be securely destroyed.

Security

We use reasonable measures to help protect information from loss, theft, misuse and unauthorized access, disclosure, alteration, and destruction.

Updating this privacy notice

We will revise the privacy notice if there are any changes to how we use your personal information.

When we update the Privacy Policy, we will notify you by updating the “Last Updated” date at the top of this policy and posting the new Privacy Policy and providing any other notice required by applicable law.

We recommend that you review the Privacy Policy each time you visit the Platform to stay informed of our privacy practices.

Contact

If you wish to withdraw your consent or have any questions, comments or queries regarding this policy should be addressed to: CardiffCommitment@cardiff.gov.uk