CIW Online privacy policy is a portal managed by the Welsh Government on behalf of the Welsh Ministers whose main office address is at Crown Buildings, Cathays Park, Cardiff, CF10 3NQ ("we"/”us”). 

This policy (together with the CIW Online terms and conditions) sets out the basis on which any personal data we collect from any individual using CIW Online (“you”), or that you provide to us, by using CIW Online Services will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

By setting up a User Account and logging in to CIW Online you agree to the use of the cookies referred to below and the processing of your data in accordance with this policy. If you do not agree to the use of those cookies, you may register, submit any application form or file any documentation by post or by hand, for more information on how to do so contact the CIW Helpdesk (details below). Any data submitted by post or by hand will be processed in accordance with the Fair Processing Notice.

Changes to our privacy policy

If this privacy policy changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.

Information we may collect from you

Through your use of CIW Online we may collect and process the following data about you:

  • Information that you provide by filling in forms or otherwise on CIW Online. This includes information provided at the time of setting up a User Account, information you provide when completing any forms on CIW Online, information provide when making an enquiry. We may also ask you for information if you report a problem with CIW Online.
  • If you contact us, we may keep a record of that correspondence
  • Details of your visits to CIW Online including, but not limited to, the date and time, the URL you access, your IP address, the pages visited, the browser and operating system used. This data will not be used to identify any user personally.


Cookies are small text files sent to your computer or mobile device by the websites that you visit. They help make websites work better and provide information to the owners of the site. For instance, CIW Online uses Google Analytics cookies to track users’ behaviour while on the site. By understanding how people use CIW Online, we can improve the navigation and content to better meet users’ needs.

CIW Online uses the following cookies:

1. Language version

Name: langPrefWAG
Purpose: This cookie is created by the content management system and is essential for the site to display to correct language version of the site

2. GoogleAnalytics

Name: __utma
Purpose: These cookies are used to find out how visitors use our site. We use the information to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, whether they have visited before and the pages they visit.

3. CookieControl

Name: civicAllowCookies
Purpose: This cookie records whether a user has accepted the use of cookies on our site.

4. Microsoft Azure Active Directory B2C

Purpose: The cookies used by Microsoft Azure Active Directory B2C are used to maintain the state and security of a CIW Online user's logged in session and will be deleted when the web browser is closed. Web browsers allow some control of cookies through browser settings. To find out more about cookies and how to manage them, visit

Uses made of the data and information collected

We use information held about you:

  • to enable you to use CIW Online;
  • in accordance with the Fair Processing Notice which provides information on how we use and process the information provided by you or collected by us in relation to social care services in Wales

Organisations we may share your personal data with

We refer you to the section entitled “How we use the SASS data and organisations we may it with” in the Fair Processing Notice.

Where we store your personal data

All information you provide to us is stored on secure servers within the European Economic Area with the exception of your username, password and display name which is stored securely by Microsoft in the United States of America.

Data protection

Under the Data Protection Act 1998 (the “DPA”) we have a legal duty to protect any information we collect from you. We use leading technologies and encryption software to safeguard your data, and keep strict security standards to prevent any unauthorised access to it.

For the purposes of the Data Protection Act, the data controller is the Welsh Government, Crown Buildings, Cathays Park, Cardiff, CF10 3NQ.

Contacting us and access to your information

You have a right to request a copy of any personal information that we hold about you. If you wish to see a copy of any information held about you, our records of any correspondence you have sent to us or if you have a query or complaint about this privacy policy or about CIW Online, you can contact the CIW helpdesk at:

Telephone: 0300 790 0126


If you contact us asking for information, we may need to contact other government departments to find that information. If your question is technical, we may need to pass it to our technology suppliers.

We do not pass on any of your personal information when dealing with your enquiry, unless you have given us permission to do so.

Concerns about care? Please let us know if you have any concerns about us, a service, or a member of care staff. Raise a concern