The European Circular Economy Hotspot Cymru (Hotspot Cymru) is managed by the Freshwater, on behalf of Welsh Government and WRAP henceforth referred to as 'We'. In entering the registration form, you the user ('You') are accepting our Terms and Conditions. The registration form is maintained for your personal use. Access and use by you of this site constitutes acceptance by you of these Terms and Conditions, which take effect from the date of first use.
The Welsh Government is the Data Controller and Freshwater (FW) are the Data Processor for information submitted via the Hotspot Cymru registration form, along with any information shared or recordings made during the associated event programme. Welsh Government and FW are committed to protecting the rights of individuals in line with UK General Data Protection Regulation (UK GDPR). Welsh Government’s Data Protection officer can be contacted via email at DataProtectionOfficer@gov.wales.
Freshwater has a Data Protection Officer who can be contacted via email at haydn.evans@freshwater.co.uk
To register for the Hotspot Cymru conference, you are required to register on the event platform.
A standard delegate registration includes access to the Welcome Reception (Monday 07 October), all conference sessions, access to the exhibition, lunch and refreshments (Tuesday 08 October), attendance on the site visits, Closing Ceremony and Taste of Wales event (Wednesday 09 October).
A delegate registration with Conference Dinner includes all of the above and registration for the Conference Dinner on Tuesday 08 October.
Credit/Debit card preferred.
Bank Transfer Payment within 2 weeks of invoice, if not additional charges may apply.
All payments must have cleared before the Conference.
Payments to be made to Freshwater UK, details on the invoice.
More than 30 days prior: 25% refund
Less than 30 days prior: No refund
Registered delegates can nominate a colleague to attend in their place by contacting the event team directly (substitutions can be made and are subject to a £25 + VAT charge).
By attending the conference, you consent to photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for news, webcasts, promotional purposes, advertising, inclusion on websites, social media, or any other purpose by the organising committee of Hotspot Cymru. Images, photos and/or videos may be used to promote future events.
The information required in order to register for a Welsh Government event may include your name, email address, a chosen location, phone number and the name/ details of your organisation. We will only use this information in order to contact you about the event(s) you have registered for.
Optimising the Hotspot Cymru registration form.
Monitoring levels of registrations to event(s).
Monitoring which organisations are accessing the Promotional Toolkit.
Reporting on dietary and access requirements for the event(s).
Sending reminder emails to people who have registered for the Hotspot Cymru event(s).
Once registered, you will receive email notifications updating you about event developments and reminders about the event(s) that you have registered for and afterwards post event evaluation form via email. If you wish to opt out of these email reminders, please contact: hotspotcymru@freshwater.co.uk.
Processing data is necessary for the performance of a task carried out in the public interest. Welsh Government is obliged under the Well-being of Future Generations (Wales) Act 2015 to adopt a policy of involvement.
Freshwater is the main data processor for data collected through the Hotspot Cymru registration form. We also use third party processors and, as such, may share your information with them. The processing of this information will be in line with the third parties’ privacy policy. The third-party processors we use are as follows:
Welsh Government, as the project owner, will have access to all data collected and processed as part of this project.
WRAP as the organisation that hosts the official event website.
Eventscase for hosting the registration form. All-in-one event management software (eventscase.com)
Mandrilla/Mail Chimp is used as a sub-processor by Eventscase for the administration of pre and post event mailings. General Data Protection Regulation (GDPR) Compliance: Get GDPR Consent for Marketing | Mailchimp
Google analytics to assist us in the improvement and optimisation of the web site.
We will hold your data for no longer than is necessary and a maximum of 6 months after the event.
You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information. If individuals choose to interact in the live sessions, either via video or a chat function, they are giving their permission for the recordings to be kept for our records and for the purposes of delivering the objectives of the project. Individuals can request for their data to be sent on to another provider and any such requests will be considered where it is possible to isolate their specific data without infringing the rights of another participant.
Any requests or objections should be made in writing to FW’s Data Protection Officer: haydn.evans@freshwater.co.uk
All information you provide to us is stored on our secure servers.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
The Eventscase website uses cookies to collect anonymous information about visitor behaviours.
Cookies are small bits of information that are stored on your computer by websites. These are typically used by websites to remember preferences, or to provide more targeted and relevant advertising based on online behaviours.
When someone visits the Hotspot Cymru registration form, we use a third-party service, Google Analytics, to collect standard site visit information via cookies. We do this to find out general behavioural patterns, such as the number of visitors to the site. This information is only processed in a non-personally identifiable way. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. We are committed to protecting and respecting your privacy.
As stated, we use cookies that are essential to the management of our services and website, which also enhance your browsing experience. More information about these cookies is listed below, however your continued use of the site beyond this point means that you accept cookie use from:
Eventscase, for hosting the Hotspot Cymru registration form.
Google Analytics, to assist us in the improvement and optimisation of the Hotspot Cymru registration form.
The registration form and subsequent emails will contain links to the European Circular Economy Hotspot Cymru main website (https://circulareconomyhotspot.wales/). If you follow a link to this website or any other links, please note that these websites and any services that may be accessible through them have their own privacy policies and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services. Please check these policies before you submit any personal data to these websites or use these services.
We make every effort to check and test material at all stages of production. It is always wise for you to run an anti-virus program on all material downloaded from the Internet. We cannot accept any responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst using material derived from Welsh Government websites.
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our policy.
The Hotspot Cymru registration information (or third party information), is provided 'as is' without any representation or endorsement made and without warranty of any kind whether express or implied. We do not warrant that the functions contained in the material contained in this site will be uninterrupted or error free, that defects will be corrected, or that this site or the server that make it available are free of viruses or represent the full functionality, accuracy, reliability of the materials.
These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any dispute arising under these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.
If you are unhappy with the way in which your personal data has been processed, you may in the first instance contact FW’s Data Protection Officer using the contact details above.
If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (ico.org.uk)
