The Welsh Government and Freshwater are committed to protecting and respecting your privacy
This Policy explains when and why we collect personal information about people who visit the International Women's Day 2023 website or take part in our events, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
Data controller
The Welsh Government is the Data Controller and Freshwater (FW) is the Data Processor for information submitted via the International Women's Day 2023 website, 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 charlotte.homa@freshwater.co.uk
The International Women's Day 2023 event website
The International Women's Day 2023 event website is hosted by a third party (Eventscase). All web content and direct enquiries made through the website are managed by Freshwater.
What information do we collect about you?
The information required in order to register you for a Welsh Government event may include your name, email address, a chosen location and the name of your organisation (if applicable). We will only use this information for the purpose of contacting you about the event(s) you have registered for.
How will your information be used?
· Optimising the International Women's Day 2023 website.
· Monitoring levels of registrations to event(s).
· Monitoring which organisations are accessing the International Women's Day 2023 stakeholder toolkit.
· If you are submitting a fringe event application, the details will be reviewed by Freshwater and Welsh Government to determine the application's suitability. The submitted contact details will be used to request further details, if required, and inform you of the outcome of your application.
· If you are submitting a virtual conference session suggestion, the details will be reviewed by Freshwater and the Welsh Government. If your session idea is used in the virtual event programme, Freshwater and the Welsh Government will use the details provided to contact you and the suggested contributors to arrange the speaker briefing and participation in the session.
· Sending reminder emails to individuals who have registered for the International Women's Day 2023 event.
What is our legal basis for processing your personal data?
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.
Who receives your information?
Freshwater is the main data processor for data collected through the International Women's Day 2023 event website. 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.
· Eventscase for hosting the International Women's Day 2023 event platform, managing webinar and workshop registrations and recording chat room content. 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 in the improvement and optimisation of the website.
How long will your information be held?
We will hold your data for no longer than is necessary and up until the end of January 2024.
What are your individual rights?
You have the right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and for the data portability of 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.
Any requests or objections should be made in writing to FW’s Data Protection Officer: -
charlotte.homa@freshwater.co.uk
Security of your information
All information you provide to us will be stored on our secure servers.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will make every effort 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.
Links
Our site contains links to and from the International Women's Day 2023 event website and the websites of our partners. If you follow a link to any of these websites, 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.
Changes to our privacy policy
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 privacy policy.
How to make a complaint
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).
