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In line with the UK General Data Protection Regulations (UK GDPR) this privacy notice sets out how the Welsh Government will collect and use your information. This privacy notice outlines that your personal data will be processed fairly, lawfully and in a transparent manner.
By registering for this event, you agree that the personal data you submit as part of your registration can be used for the following purposes:
- To communicate with you regarding the event
- Register and coordinate attendance
- Manage catering and accessibility arrangements
- Prepare event materials (e.g., name badges)
- To send a survey for the event
- Promotional activity on the Welsh Government and its partners Innovation support offering
- monitoring progress, outcomes, and impacts of the Innovation Strategy
If you do not wish to be contacted in the future, please notify us via our email at Innovation@gov.wales
Lawful basis for processing
The Welsh Government will be the data controller for the personal data you provide to participate in this event. The information will be processed as part of our public task and the official authority vested in us to undertake the core role and functions of the Welsh Government.
What personal data we will collect and process
Personal data is defined under the UK General Data Protection Regulation (UK GDPR) as ‘any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier’.
To send you information about the event we will gather personal data including:
- Name
- E-mail address
- Organisation name
- Language preference (Welsh or English)
We may also gather ‘special category data’ to ensure any additional requirements are accommodated during the event in accordance with Article 89(1). This information is optional, processed by consent and will be deleted after the event:
- Accessibility requirements
- Dietary requirements
For online events, no personal information will be recorded for any verbal feedback or opinions you provide unless stated at the event. You do not need to provide personal information to use Microsoft Teams, but if you choose to do so, this will be processed as part of our privacy policy and the terms of the Microsoft Teams privacy policy which can be accessed via Data collection summary for Teams.
We may use SmartSurvey to anonymously collect your feedback on the event, but no personal data will be collected.
Who will have access to your data
The collected information will be accessible by relevant Welsh Government staff, event venue staff (catering, accessibility, safety) and photographers or technical teams capturing photos and recordings.
Event photography and recording
Photography and/or recording may take place during in-person events. This special category data is provided voluntarily and processed based on explicit consent. Your image or voice may appear in event summaries, internal communications, or promotional materials. If you choose not to appear in any photography/recording, please inform a member of staff.
Marketing and Research
We may contact you to request your permission to use your business details for Welsh Government marketing activities. The Welsh Government will not use your data without your consent for this particular purpose.
How long your details are kept for
Your personal details will be retained on secure Welsh Government IT systems for up to 5 years after the event for the purposes of contacting you about future events and Innovation Strategy reviews. At which point, your information will be deleted.
Your individual rights
Under data protection legislation, you have the right:
- To be informed of the personal data Welsh Government holds about you and to access it
- To 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 (in certain circumstances) data portability
- To lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection.
Should you have any queries regarding this privacy notice please contact innovation@gov.wales
For further details about the information the Welsh Government holds and its use, or if you want to exercise your rights using the UK General Data Protection Regulation, please contact:
Data Protection Officer
Welsh Government
Cathays Park
Cardiff
CF10 3NQ
Email: dataprotectionofficer@gov.wales