Educators Wales Privacy Notice

At Educators Wales we respect the privacy of our registrants, stakeholders, and visitors to our website.

Your privacy

We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use, and protect your personal data. We may change this policy from time to time to reflect best practice. Please check back frequently.

About Educators Wales

The responsibility for the Educators Wales campaign and digital platform lies with the Education Workforce Council (EWC). Some users of Educators Wales will have the ability to share information from their profile with their EWC account and vice versa. You can view the EWC privacy notice here.

Your information

If we hold information about you, we assure you that we are processing that information fairly, lawfully and securely. The Education Workforce Council is known as the ‘controller’ of the personal data provided to us.

This privacy notice tells you what to expect when Educators Wales collects personal information.

Visitors to our Website

When you visit our website we use Google analytics to collect standard internet log information and details of visitors and behaviour patterns. This information is processed in such a way that does not identify anyone. The information gathered via our websites’ servers helps us to improve the content, design and performance of the relevant site.

If we do want to collect personally identifiable information through our website, we will make a clear statement to this effect. We will make it clear when we collect personal information and will explain what we intend to do with it. Educators Wales ensures that the platform that their website is hosted on is kept up to date with the latest software and security updates, HTTPS access is enabled to ensure end to end encryption.

Use of cookies

Educators Wales utilises Google analytics, Google Maps and YouTube cookies on the site.

A cookie is a small file containing a string of characters that is sent to your computer when you visit a website. When you visit the site again, the cookie allows that site to recognize your browser. Cookies may store user preferences and other information. You can configure your browser to refuse all cookies or to indicate when a cookie is being sent. However, some website features or services may not function properly without cookies.

To find out more about our use of Google analytics and YouTube Cookies please visit the link below:


We collect information so we can provide you with a service and let you know about job vacancies and training opportunities.

We use the third party provider Mailchimp to deliver our e-newsletters. For more information, please see their privacy policy:

We also use the third party provider SendGrid, to send one time emails such as registration emails from the system.

Where we obtain your information

We obtain information directly from you through your communication with us, including when you register an account with Educators Wales. When you become a user of the Educators Wales site we will collect data pertinent to your profile type. We also collect information via our contact forms and live chats in order to provide our service.  

What personal information we collect

The personal data that we collect depends on whether you are using Educators Wales as an Educator, Employer or Provider.

If you register as an Educator, we will collect the following personal information:

  • Name
  • EWC number (if you have one)
  • Date of birth
  • Nationality
  • IP address
  • Address
  • Phone number
  • E-mail address
  • Qualifications and employment (including educational qualification details, current and previous employment details, your personal statement and details of your referees)
  • Any other information you may provide via the Educators Wales website

If you are registered as an Employer or Provider, we will collect the following personal information:

  • Name
  • Job title
  • Organisation
  • E-mail address
  • Address
  • Telephone number
  • IP address

If you visit the Educators Wales website but do not register an account, we may collect the following information about you:

  • IP address

If you contact EWC without creating an account we may collect the following information about you:

  • Name
  • E-mail address
  • Phone number

How we use your information

If you register as an Educator, Employer or Provider we will use your personal information to allow you to use the Educator Wales website.

If you register as an Educator and apply for a vacancy through the Educators Wales website, we may share your personal information with the organisation you are applying to. However, the Educators Wales website will usually allow you to share the personal information with that organisation directly. 

We may also share your personal information with our third party service providers who provide services in relation to the Educators Wales website. These include YMLP, Mailchimp and SendGrid. We require all third party service providers to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Why our use of your personal data is lawful

In order for our use of your personal data to be lawful, we need to meet one (or more) conditions in the data protection legislation.

EWC processes your data in the performance of a public task (defined in data protection law) carried out in the public interest under section 8 of the Education (Wales) Act 2014 to promote careers, and the development of careers, in the registrable professions in Wales.

What are your rights?

You may request to see your personal information or have it corrected. Under the Data Protection law (Data Protection Act 2018 and the General data Protection Regulations (GDPR) you have rights we need to make you aware of. The rights available too you depend on our reason for processing your information.

  1. Right to be informed – privacy information is available via the Educators Wales privacy notice;
  2. Right of access - you have a right to see the personal information that we hold on you and some other supplementary data. These rights are commonly referred to as ‘subject access’. We will require proof of identity before disclosing any information. We will respond to your request without undue delay and at the latest within one month of receipt. There are exemptions which may mean that we do not need to comply with all, or part, of your request.
  3. Right to rectification – you have a right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  4. Right to erasure– you have the right (in certain specific circumstances) for your data to be ‘erased’
  5. Right to restrict processing – you have the right to ask us to restrict the processing of your information. This right is limited where the processing is based on legitimate interests and/or is for the purpose of research and statistics
  6. Right to object to processing –you have the right (in certain specific circumstances) to object to processing
  7. Right to data portability - the right to ask that we transfer information about you to another organisation. This right only applies if we are processing information based on your consent, or under a contract and the processing is automated.

Retention of information about you

The length of time we keep your information for will depend how long is needed to provide you with service. We will keep it in line with our retention schedule, legislative requirements and best practice guidance until the data is no longer needed for the purpose it was collected. Following this the information will be destroyed and disposed of in a secure manner. If we are required to keep the information for statistical purposes we will anonymise or pseudonymise it where possible.

International transfers

Some of our external third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
  • Where we use certain service providers, we may use specific contracts approved by the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.


We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Information management strategy

We manage the information we hold with aim of reaching the right balance between making information more widely available to the public, whilst protecting individual confidentiality and ensuring that adequate protection is in place.

Our information management polices include how we:

  • respond to subject access and Freedom of Information requests
  • secure the information we hold
  • ensure the information created, collected and stored and is proportionate to the need , and is retained only for as long as it is needed.

Your right to complain

If you have queries or concerns regarding how we have handled your personal data, you can contact us and we will investigate the matter. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office (ICO)

Freedom of Information

The Freedom of Information Act:

  • allows you to see information held by us;
  • requires us to have a publication scheme
  • make a request in writing to the Data Collection and Reporting Manager;
  • state clearly the information or documents you would like to access, providing as much detail as possible;
  • provide your name and address;
  • state the media by which you would like the information to be sent to you, for example, by mail, fax or e-mail.

If you are dissatisfied with the handling of your request and/or our response, you have a right to request an internal review or to make a complaint.

Complaints can be made through the EWC’s feedback and complaints process

Where you are dissatisfied with the way that your request for information has been dealt with and you have been unable to obtain satisfaction through discussion with the Officer dealing with the matter, you may request an internal review. Internal review requests should be submitted within 40 working days of the date of receipt of our initial response. Please write to Elizabeth Brimble, Director of Qualifications, Registration and Fitness to Practise, Education Workforce Council 9th Floor, Eastgate House 35-43 Newport Road Cardiff CF24 0AB.

Your letter of appeal will be acknowledged within five working days and dealt with within 20 working days, providing full details of the outcome of the review.

If you are not content with the outcome of the internal review/ with our response you may appeal/have a right to complain to the Information Commissioner’s Office (ICO) under Section 50 of the Freedom of Information Act. Requests for a review by the ICO should be made in writing to: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

How to contact us

The EWC is the controller for the personal information we process. If you wish to talk through anything in our privacy policy, find out more about your rights or obtain a copy of the information we hold about you, please contact For general contacts please use

Data Protection Officer’s contact details

Our Data Protection Officer is Nia Griffith. You can contact her at or via our postal address. Please mark the envelope ‘Data Protection Officer’.