This Policy explains when and why we collect personal information about people who visit the National Network Conversations 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.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our services, you’re agreeing to be bound by this Policy.
Data controller
The Welsh Government is the Data Controller and Freshwater (FW) are the Data Processor for information submitted via the National Network Conversations 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 National Network Conversations event website
the National Network Conversations event website is hosted by a third party (Eventscase). All web content and direct enquiries made through the website is managed by Freshwater.
What information do we collect about you?
The information required in order to register 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 in order to contact you about the event(s) you have registered for.
Cookies
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.
Eventscase, for example, uses cookies to track the number of visitors signing up for Welsh Government events – allowing us to provide an improved onsite experience.
Google analytics
When someone visits the National Network Conversations event website, 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 various parts of 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.
Links
Our site contains links to and from the National Network Conversations 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.
How will your information be used?
Optimising the National Network Conversations website
Monitoring levels of registrations to event(s).
Monitoring which organisations are accessing the National Network Conversations event stakeholder toolkit.
Sending reminder emails to people who have registered for the National Network Conversations 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 National Events Strategy for Wales 2022 – 2030 Launch 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 National Network Conversations online 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 us in the improvement and optimisation of the web site.
How long will your information be held?
We will hold your data for no longer than is necessary and a maximum of 5 years.
What are your individual rights?
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: -
charlotte.homa@freshwater.co.uk
Security of your information
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.
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)
