Helo Blod Privacy Notice

This notice was last updated on 20 January 2020


Please take a moment to familiarize yourself with our privacy practices and note why we collect and process the data collected.

1. Purpose for processing

This service has two main aims:
    A)     Providing brief English/Welsh translations and text checking services to businesses, charities and individuals.  
    B)     Providing signposting/information on issues relating to the Welsh language to facilitate the use of Welsh.

 

2. What data are we collecting

The Welsh Government will be the Data Controller for any personal data collected.  We require your personal data, including contact details, to create an account on our IT system.  This information and account enables us to communicate with you and to provide the most appropriate support for your enquiry.  

The processing of personal data is necessary for the purposes outlined above, which are carried out according to our official authority to promote and facilitate the use of the Welsh Language - as set out in the Welsh Government’s Welsh Language Strategy, Cymraeg 2050.

Documents submitted for our translation and text checking services are recorded on your account, which is held on our IT System.  We use external contractors for translation and text checking. We will remove all personal data within the body of any text you may provide for translation or text checking.  This anonymisation will occur prior to passing it on to external translation/text checking contractors.
We will not be able to provide any service to organizations whose activities could reasonably be considered to bring the Welsh Government into disrepute.  We will also not be able to process any data which could be reasonably considered Commercially Sensitive.

 

3. Who will have access to your data?

  • Your personal data is only accessible by Welsh Government teams.
  • The collected information will be accessible by Welsh Government support service teams and its system technical administrators who support the IT system.  System technical administrators will not use your details in any way.   
  • External contractors do not have access to your personal data.

 

4. How long will your translation be kept by Welsh Government?

We use translation technology to assist our qualified, human translation contractors. The anonymised content of your translation may be held on Memsource (or any translation memories that our translators elect to use in the future), Google Translate, Microsoft Translate and TermCymru indefinitely (*see references in table at the end of this document).  This will improve future translations, contribute to increasing the amount of Welsh available in the linguistic landscape, thus working towards achieving the aims of the Welsh Government’s Welsh Language Strategy, Cymraeg 2050.

 

5. How long are your details kept?

Your account details will be held securely on our systems for 3 years from the last use of the account. The information we collect is required to measure the success of the service, for reporting purposes and as part of our ongoing training and quality reviews.
Calls to our telephone number 0300 025 8888 may be recorded for training and monitoring purposes; recordings will be retained for 999 days.

 

6. Your rights

Under the data protection legislation, you have the right:

  • to access the personal data the Welsh Government holds on you;
  • require us to rectify inaccuracies in that data;
  • to (in certain circumstances) object to or restrict processing;
  • for (in certain circumstances) your data to be ‘erased’;
  • to lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection.

 

The contact details for the Information Commissioner’s Office are:

Customer Contact
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 01625 545 745 or 0303 123 1113
Website: www.ico.gov.uk

For help with any of the above rights then please contact us on 0300 025 8888 or use our Contact Us form.

 

7. The Freedom of Information Act and your Information

The Freedom of Information Act 2000 and the Environmental Information Regulations 2004 allow the public to ask to see information held by public bodies, including the Welsh Government. The information you provide us may be the subject of a freedom of information request by another member of the public. We would consult with you to seek your views before responding to such a request.

 

8. Changes to this policy

The Welsh Government may make changes to this privacy policy at any time. Changes will be posted here and are effective immediately. When changes occur to this policy we will contact you on the email address we have recorded in your account to enable you to review the new version.

 

For further information on your information rights

Postal address:
Data Protection Officer
Welsh Government
Cathays Park
CARDIFF
CF10 3NQ

Email address:  DataProtectionOfficer@gov.wales   

 

*

System Description
Memsource A cloud-based translation management system which includes translation memory, terminology management, quality assurance and integrated machine translation.
Google Translate A machine translation service developed by Google.
Microsoft Translate A machine translation service provided by Microsoft.
TermCymru An online database of terms developed by Welsh Government translators in their everyday work which is available online for public use.