This privacy notice explains how we collect and use personal information about you when engaging with the Senedd Commission.
Our contact details
Any queries regarding our use of your information should be sent to Senedd Data Protection Officer:
Email: data.protection@senedd.wales
Tel: 0300 200 7354
On this page:
↓ How your information will be used
↓ Information we are processing
↓ Why we are processing this information
↓ Sharing with third parties or publishing information
↓ Storage, retention and deletion
↓ Legal basis for processing Personal Data
↓ Legal basis for processing Special Category Data
↓ Public information, enquiries, and booking services
↓ Attending events and workshops
↓ Stakeholder distribution lists
↓ Photos, filming and digital content
↓ Engaging with us on social media
↓ Media and social media monitoring
↓ Website
How your information will be used
The Senedd Commission (‘the Commission’) is the data controller of the information you provide which means we will ensure it is protected and used in line with the UK’s data protection legislation.
Information we are processing
Your personal data means any information relating to you, and by which you can be identified. In order to carry out our work, we will process your personal data as outlined below.
The information we process about you will vary depending on the specific activity you are participating in and may include the following categories:
- Contact information: Such as your name, postal address, email address, social media handles, telephone numbers and postcode
- Personal preferences: Information regarding any preferences or requirements that individuals or groups may have to aid their ability to participate in our activity, for example dietary requirements or accessibility needs
- Digital content: Pictures, videos or other recordings, which we may collect during tours, events, and other engagement activities such as focus groups or interviews
- Personal opinion/experience: Information regarding people’s opinions and experiences and/or evidence on a range of matters relating to the work of the Senedd, or their visit to the Senedd estate
- Service improvement: Data about how people use our online and in-person services and/or their geographical location or protected characteristics, which is used to improve our services
- Financial details: Some activities receive a travel subsidy and some events incur additional costs. Where individuals receive a remuneration, financial details will be collected
If you visit the estate, CCTV is in operation. Please see our CCTV privacy notice for further information.
The information we process may comprise both personal data, and special categories of personal data where the data relates to: race, ethnic origin, political views, religion, trade union membership, health and sexual orientation.
Why we are processing this information
We use personal data to deliver our engagement activities and to support and improve our communication and engagement with the public in Wales.
We communicate and engage with the people of Wales on matters relating to the Senedd, with a focused effort on engaging diverse groups, including those who feel their voices are not traditionally heard by institutions like the Senedd. The data we process helps us to see who we are engaging with.
We use certain data to evaluate our services including (but not limited to):
- geographical reach
- setting engagement targets of areas where awareness/understanding of the Senedd is low
- ensuring we are reaching areas with higher populations of people who do not traditionally engage with the Senedd
Details about how we will use information for each of our different activities are set out below.
Access to the information
Access to information will be limited to staff of the Commission working on the activities or communication channels that you engage with, unless specified otherwise in subsections below.
Sharing with third parties, or publishing information
Each subsection below will detail if and how your information will be shared with any third parties, or publicised.
In the event of a request for information being made under access to information legislation, it may be necessary to disclose all or part of the information that you provide. We will only do this if we are required to do so by law.
Storage, retention and deletion
How long we retain your information will depend on the activity you are participating in and is detailed in the sections below.
Following the end of the retention period, all data will be securely deleted.
Any content that we publish into the public domain via the internet and social media platforms will remain indefinitely and may be beyond the control of the Senedd Commission.
Information will be stored securely on our ICT systems, which includes third party cloud services and applications (such as Microsoft Bookings) provided by Microsoft. Any transfer of data by Microsoft outside of the EEA is covered by contractual clauses under which Microsoft ensure that personal data is treated in line with domestic legislation. To find out more about how Microsoft will use your information, you can read their privacy statement. We may use Microsoft AI tools in order to process your information. Any use of other third party systems or applications is detailed in the sections below.
Legal basis for processing Personal Data
Data protection law sets out various legal bases which allow us to collect, hold and use your personal information. For the purpose of processing the personal data you provide, we rely on the following legal bases:
- Article 6(1)(e) Public Task - The processing is necessary for the performance of a task carried out in the public interest.
Many of our activities relate to the official function as the Welsh Parliament, and encouraging engagement in democracy in Wales. The legal basis we rely on to use personal data in these instances is often known as 'public task'. This basis is used where "the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law".
- Article 6 (1)(a) – General Data Protection Regulation (GDPR) - Consent
Where we collect your personal information for you to subscribe to a newsletter, mailing list or other marketing purposes these activities are covered under the legal basis of consent, which allows the subscriber to ‘opt in’ to communications.
If you change your communication preferences at any time you will be able to unsubscribe via the subscription service or by emailing contact@senedd.wales.
Legal basis for processing Special Category Data
Article 9(1) GDPR defines special category personal data as including personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade-union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
Processing of special category data may occur during various engagement activities. Examples of these are:
- online surveys
- focus groups
- interviews
Where any special category personal data is provided, the legal basis for processing will be that: It is necessary for reasons of substantial public interest (pursuant to Article 9(2)(g) UK GDPR read with paragraph 6(2)(b) of Schedule 1 to the DPA 2018); or,
The data subject has given explicit consent to the processing of those personal data for one or more specified purposes (Article 9(2)(a)).
Your rights
As a data subject, you have several rights.
The rights which apply depend on the legal bases we are relying on to use your personal information. Those rights will not apply in all instances, and the Commission will confirm whether that is the case when you make a request.
The rights include the right to request access to your own personal information, sometimes called a ‘subject access request’.
Additionally, you have the right to request from us:
- that any inaccurate information we hold about you is corrected
- that information about you is deleted (in certain circumstances);
- that we stop using your personal information, and that your information is provided to you or a third party in a portable format (again, in certain circumstances).
If you would like to engage any of the rights that you have under data protection legislation, ask a question or make a complaint about how your information is used, please contact data.protection@senedd.wales.
Making a complaint
You can complain to the Data Protection Officer if you are unhappy with how we have used your data. Contact details can be found above.
If, following a complaint, you remain dissatisfied with our response, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Public Information, Enquiries, and Booking Services
What information are we processing?
You might contact us in person, via email, through Microsoft applications (such as a survey or booking form), letter, or phone. The following information will be processed:
Enquiries:
- Your contact details including name, postal address, telephone number, email address
- Details of the enquiry in either electronic form or hard copy notes
- Reason for enquiry
- Your Ievel of political interest, if you choose to provide it
Booking activities:
- The type of activity or event booked and number of attendees (planned and actual)
- Activity organisers (and sometimes attendees’) names, addresses, telephone numbers, email addresses, website addresses, and social media handles (to publicise visits)
- Information about attendees in order to enable delivery of the service or activity. This includes language preferences, (for students) subjects and level of study, reason for visit, who you are visiting and any specific accessibility requirements and dietary needs
- Where individuals receive a remuneration, travel subsidy, or where events incur additional costs, financial details will be collected
- Images are supplied to use by third parties to enable us to curate exhibitions. These images will be shared on social media, promotional websites and publicity associated with the exhibition. For information about our use of images please refer to our photos, filming and digital content.
Feedback:
- Your feedback/opinion/suggestions for improvement
- Postcode
- Constituency
- Level of interest in politics, if you choose to provide it
Some feedback methods do not require personal identifiable information, but customers may choose to voluntarily provide it.
Why are we processing it?
In order to deal with your enquiry, create or manage a booking, service improvement, celebrate good practices and performance reporting.
Who will have access to the information?
Senedd Commission staff administering these activities will have access to your information. Information may be shared with Members of the Senedd and their support staff whey they are involved in delivering or supporting the activity.
If you address your correspondence to a particular Member of the Senedd we will provide you with their contact details, and it will then be dealt with in line with their own processes.
As part of the estate security, we may share your information with both the security department and South Wales Police (based at our onsite police unit) in respect of maintaining the Senedd as a secure and safe environment.
If there is a threat, an accusation, abusive language or indication of illegal activity within any correspondence received by the Commission, the relevant correspondence will be shared with our Head of Security to consider. A decision may then be made if it should be shared wider within the Commission or externally with the police. If you require any further information on this process please contact: contact@senedd.wales
Will the information be shared with any third parties, or publicised?
Anonymous comments from feedback forms may be shared with our contractors,and/or could be included in our annual reports and marketing material including social media.
Storage, retention and deletion
In addition to the use of Microsoft tools:
Sometimes we manage event bookings using a third party application called Eventbrite. Details about how Eventbrite will use your information is available on their website: Eventbrite Privacy Policy. Any transfer of data by Eventbrite outside of the UK or the EEA is covered by standard contractual clauses under which Eventbrite ensure that personal data is treated in line with the UK GDPR.
Hard copy information will be securely stored at an official Commission premises.
Retention
All data will be retained for the remainder of the current Senedd term plus one year.
Financial information such as order forms, purchase orders, delivery notes and invoices will be retained for six years after the end of the financial year the budget relates to.
Any physical information (i.e. handwritten notes made whilst on the telephone) will be destroyed securely once the data has been transferred into the booking system.
Attending events and workshops
What information are we processing?
The information we collect will vary depending on your role, or level of participation at an event or workshop. This includes:
- Photos, filming, and digital content: We often capture digital content at our in-person events and workshops, please see the section below under the photos, filming, and digital content section for further information on how this information is processed
- Contact information: your name, contact details, and information regarding accessibility or dietary requirements
- Panellist information: in order to set up online events, panellists will be required to share their email address associated with a Zoom account. They may also be asked to share images and/or videos, a short biography and their social media handles for promotional purposes ahead of the event
- Financial Information: Panellists in receipt of funds for their participation will be required to share some financial information with the Commission staff in order to process and facilitate payment
Why are we processing it?
This data will be used for the purposes of participating in events or workshops, both in-person and online.
We will retain your contact details so that we can keep you up to date about the Senedd’s consideration of the subject of your contribution and related matters.
For information relating to use of photos, filming and digital content please see the section below under the photos, filming, and digital content.
Who will have access to the information?
Staff members in the Commission working on the delivery of the event or workshop will have access to your information
Depending on the activity, information may be shared externally with Members of the Senedd and their staff and internally with other service areas (departments) involved in delivering your activity.
As part of the estate security, we may also share your information with both the security department and onsite police unit in respect of maintaining the Senedd as a secure and safe environment.
Will the information be shared with any third parties, or publicised?
Images and Videos Usage: Where panellists share images or videos during our events, we may repurpose them for promotional purposes. These materials could be published on our official social media channels and our website. You must ensure you have complied with all aspects of the data protection legislation where you collect and use personal data in your images and videos.
Recordings: We may choose to record our online events. If we do, you’ll receive advance notification with instruction on how you can attend without being recorded if you do not wish to be. These recordings might be published on our social media channels and website.
Storage, retention and deletion
See the public information, enquiries, and booking services section about how booking information will be used.
Hosting online events: we use third party software tools such as Microsoft Teams and Zoom. Information on which platform we are using for each specific event will be made clear when sharing information about the event.
Those third parties may use and store personal data such as your name, email address, and telephone number (in some cases); IP address, and details about your device.
For more details please read Zoom's privacy policy
For more details please read Microsoft's privacy policy
Retention
We will retain your contact details so that we can keep you up to date about the Senedd’s consideration of the subject of your contribution and related matters until 1 year following the end of current Senedd term.
If we publish the recordings on our social media channels and website, they will be retained indefinitely. As with images and videos, once content is in the public domain, we cannot guarantee that it can be removed of deleted.
Focus groups
What information are we processing?
To effectively facilitate your engagement with us we will collect:
- your name and contact details, or that of the organisation that represent your views
- information regarding accessibility requirements and language preferences
- your views and experiences as evidence relating to specific Senedd Committee/Business topics
At these focus groups, staff may:
- make a written note to capture participants views
- use audio recording equipment to assist the facilitator in making accurate notes.
- use Microsoft Teams to record audio and/or video to assist the facilitator in making accurate notes
We may also take pictures during online and in person focus groups, please see the photos, filming and digital content section for details on how this information is used and retained
Why are we processing it?
The Commission arranges and operates focus groups with members of the public to gather people’s views and experiences on work that the Commission, or Senedd committees are undertaking. These views and opinions help to ensure voices across Wales are represented in committee inquiries or commission projects.
Who will have access to the information?
Staff and representatives of the Commission working on and delivery this activity will have access to your information.
Other individuals who attend the focus group with you will have access to the opinions/views you may express during the session.
This information will be collated into a report that is submitted to the relevant Senedd committee members and Senedd Research
Will the information be shared with any third parties, or publicised?
A summary report is produced by outlining the findings of the focus group which is shared with Members of the Senedd and their staff, published on our website, promoted across social media channels, and appears in relevant reports. This may include direct quotes from responses, in which case we will ensure this does not reveal the respondents identity.
These materials may reference specific groups who have taken part, but will not list the names of individuals who contributed, and will not be made attributable to individual respondents. Quotes which may identify individuals will not be used without first seeking your agreement.
Storage, retention and deletion
Contact details: We will retain your contact details on our secure internal ICT network so that we can keep you up to date about the Senedd’s consideration of the subject of your contribution and related matters at the end of the current Senedd term.
If you do not want us to communicate with you, you can either notify us at the time you make your contribution or at any following point by contacting contact@senedd.wales. We will not share your contact details with a third party without first seeking your agreement.
Video and audio files: The original recordings of interviews will be stored on secure Commission ICT networks, and will be deleted securely at the end of the current Senedd term.
Sometimes, a video or audio recording of a focus group or interview is made to capture the discussion and aid note-taking. We will always obtain permission from participants before recording. We will not share the recording publicly, and the recording will be deleted 12 months after the session took place.
Interviews
What information are we processing?
To effectively facilitate your engagement with us prior to and during an interview we will collect:
- your name and contact details
- information regarding accessibility requirements and language preferences
- your views and experiences as evidence relating to specific Senedd Committee/Business topics
At these interviews, staff may:
- make a written note to capture participants views, and/or
- use audio recording equipment to assist the facilitator in making accurate notes
- use Microsoft Teams to record audio and/or video to assist the facilitator in making accurate notes
We may also take pictures during interviews, please see the photos, filming and digital content section for details on how this information is used and retained.
Why are we processing it?
The Commission arrange interviews with members of the public to gather people’s views and opinions on work that the Commission, or Senedd committees are undertaking.
We may also arrange interviews with individuals to gather views and experiences on issues to contribute to an enquiry the Senedd is scrutinising, or to create/contribute to a planned exhibition.
Who will have access to the information?
Staff and representatives of the Commission working on the delivery of this activity will have access to your information in order to process the information as necessary for the interview.
For committee interviews: The original interviews will be edited along with other interviews with different participants into a video that will be shared with relevant Senedd staff supporting the specific project, and Members of the Senedd who sit on the relevant committee undertaking the work and their staff.
The video created and shared with staff and Members of the Senedd may be viewed in private or public evidence sessions at the Senedd. We may publish the video created on the Senedd website with your consent
For exhibition interviews: The original interviews will be edited into a video that will be shared with relevant Commission staff supporting the specific project.
We may publish the video created on the Senedd website, display it on the Senedd estate and social media content.
Will the information be shared with any third parties, or publicised?
For committee interviews:
A summary report is produced by outlining the findings of the interview which is shared with Members of the Senedd and their staff, published on our website, promoted across social media channels, and appears in relevant reports. This may include direct quotes from responses, in which case we will ensure this does not reveal the respondents identity.
These materials may reference specific groups who have taken part, but will not list the names of individuals who contributed, and will not be made attributable to individual respondents. Quotes which may identify individuals will not be used without first seeking your agreement.
The video created may be viewed in private or public evidence sessions at the Senedd. Public sessions can be viewed via Senedd.tv. We may publish the video created on the Senedd website.
For exhibition interviews:
Any interviews conducted for the purpose of an exhibition could be prominently displayed on the Senedd estate, or at a touring exhibition location and include your name, your profession, your organisation, image and your interview contribution. We may also publish this content on our website, social media channels, in print materials, as well as shared with media outlets.
This will mean your contribution will remain in the public domain. When we do, video will remain public indefinitely and will be available via internet search engines. If we decide to publish the video in this way we will inform you ahead of time, and ask you for your authorisation to do so.
Storage, retention and deletion
Contact details: We will retain your contact details on our secure internal ICT network so that we can keep you up to date about the Senedd’s consideration of the subject of your contribution and related matters. We will not retain your contact details past the end of the current Senedd term.
If you do not want us to communicate with you, you can notify us at the time you make your contribution or contact us at any time at contact@senedd.wales. We will not share your contact details with a third party without first seeking your agreement.
Video and audio files: The original recordings of interviews will be stored on secure Senedd ICT networks, and will be deleted at the end of the current Senedd Term.
We may decide to publish the video created on the Senedd website, display it on the Senedd Estate, or use identifiable content in reports, and social media content. Once published the video enters into the public domain, where it is likely to remain there and would become difficult to fully delete. If we decide to publish the video in this way we will inform you ahead of time, and ask you for your authorisation to do so.
Stakeholder distribution lists
What information are we processing?
To create/maintain our stakeholder distribution lists we collect the following information:
- name
- contact details
- organisation details (where appropriate)
- preferred means of contact
Why are we processing it?
We manage distribution lists to contact stakeholders such as those working within civic society, the media, and professionals in the education sector on issues relating to our work. These are individuals who we contact in relation to our official functions.
We add people to this list having accessed their contact information online, through professional contacts, and having been contacted by those individuals wishing to be added to the list.
Who will have access to the information?
Limited staff members in the Communications and Engagement service will have access to this information in order to manage distribution lists, and supporting means of contact (i.e. newsletters).
From time to time we may share these distribution lists with other departments within the Commission who support Senedd initiatives.
Will the information be shared with any third parties, or publicised?
This information will not be shared with any third parties, or publicised.
Storage, retention and deletion
We review these lists continuously throughout the Senedd term to ensure that they remain current and up to date. At the end of the Senedd term a further review is also conducted. If you wish to opt out of being added to our distribution lists, please inform your Commission contact at the point of contact, or if you wish to be removed from a list in the future please contact contact@senedd.wales.
If you are on a distribution list that links to a subscription to a newsletter, please see further information under subscribing to newsletters.
Subscribing to newsletters
What information are we processing?
To subscribe to our newsletters we collect:
- your email address
- name
- preferences on which topics you would like to receive information on
You can subscribe to our newsletters online, and in person by attending various activities which we arrange.
Why are we processing it?
We issue newsletters to keep you informed on the work of the Commission, upcoming activities/events and opportunities for how you can participate.
Newsletter topics may be specific to following a committee piece of work, or keeping up to date on more broad updates on the Commission as a whole. You can chose which type of newsletter you wish to subscribe to when you sign up.
Who will have access to the information?
Newsletter subscriptions contact lists are managed by Senedd staff managing this activity and will only be used for the purpose of distributing the relevant newsletter to the individual who has signed up to receive it.
Will the information be shared with any third parties, or publicised?
The Senedd uses MailChimp to send newsletters to its subscribers. The MailChimp platform is used to store and manage the contact information of subscribers. Mailchimp may store information outside of the UK.
- MailChimp data security and privacy
- MailChimp privacy notice
- MailChimp Data Processing Addendum notice
Storage, retention and deletion
We use MailChimp to store and manage your contact information when you subscribe to our newsletter either by using the ‘newsletter sign up form’ on our website or leaving your contact details on postcards, and we will add them to the relevant mailing list for the newsletter, and a confirmation email will be sent to you. We will then securely destroy the postcard.
This information is retained until you unsubscribe, and you can contact us at any time to remove yourself from these distribution lists, and newsletter mailing lists.
Online surveys
What information are we processing?
To effectively facilitate your engagement with us we may collect the following, depending on the nature of the survey:
- your name and contact details
- your views or evidence relating to specific Senedd Committee/Business topics
- diversity and inclusion data relating to your age, gender, ethnicity, geography etc
- your feedback on our services
Why are we processing it?
For Senedd committee/Business topics: The Commission occasionally arrange and operate online surveys with members of the public to gather people’s views and opinions on work that a Senedd Committees are undertaking. These views and opinions help to ensure voices across Wales are represented in committee inquiries.
For feedback on our services: The Communications and Engagement service engage with the people of Wales on matters relating to the Senedd, they make focused efforts on engaging dis-engaged groups, including those who feel their voices are not traditionally heard by institutions like the Senedd.
The data we collect from our surveys helps us to see who we are engaging with and create target audiences for those disengaged.
Who will have access to the information?
Limited staff members in the Commission will have access to your information in order to process the information as necessary for the interview.
For committee related surveys, responses will be seen by staff working on the relevant survey or inquiry.
For surveys that help us evaluate our services, this information will be available to Communication and Engagement staff members, where a summary report is produced outlining the findings and learnings to Senior Management for development of our service.
Will the information be shared with any third parties, or publicised?
For committee related surveys:
- a summary report is produced by outlining the findings of the survey which is shared with Members and staff, published on our website, promoted across social media channels, and appears in relevant reports. This may include direct quotes from responses, in which case we will ensure this does not reveal the respondents identity
- these materials may reference specific groups who have taken part, but will not list the names of individuals who contributed, and will not be made attributable to individual respondents. Quotes which may identify individuals will not be used without first seeking your agreement
For surveys that help us evaluate our services:
- this information will not be publicised or shared with any third parties.
Storage, retention and deletion
When we use online surveys we use Microsoft Forms. Details about Microsoft’s privacy: https://privacy.microsoft.com/en-gb/privacystatement
Survey responses: Survey responses will be deleted twelve months after the closing date of the survey, or until any subsequent reporting process has been completed. We will not retain any survey responses beyond the end of the current Senedd term.
Contact details: We will keep the contact details of those who provide them in order to receive further updates on the specific project they have contributed to until the project has finished.
If you provide your contact information to receive updates from us, we will retain your contact details so that we can keep you up to date about Senedd’s consideration of the subject of your contribution and related matters. We will not share your contact details with a third party without first seeking your agreement.
For those who have requested further updates on opportunities to engage with the us on the subject matter (for example health, education, transport) of the project they participated in, their contact details will be retained until you contact us to remove your details and no longer wish to receive updates from us.
Welsh Youth Parliament
Please refer to the Welsh Youth Parliament privacy notice.
Photos, filming, and digital content
What information are we processing?
The Commission makes use of multimedia, including:
- photos
- film footage
- social media content
- content created and shared by individuals at events
Why are we processing it?
We capture pictures and videos during tours, events (on and off the Senedd estate), online focus groups, during other activity designed to gather people’s views on different issues, and to demonstrate the work that we do to engage the public.
Images and video footage we retain could potentially be used, without context to the event photographed or filmed, to promote the work of the Senedd and engage with the people of Wales.
The Commission will make careful selection of the images, videos and recordings it uses for promotional purposes. We will avoid using materials captured during evidence sessions relating to Committee’s, or where we have sought individuals views on specific topics, for the purposes of promotion.
Who will have access to the information?
Staff members in the Commission will have access to your information in order to process the information as necessary depending on the requirement/need for the content.
Our digital and design team manage the photos, film footage and social media content we capture/produce. Content may get shown to Members of the Senedd and Commission staff as evidence for Senedd committee consultations.
Any photos film or digital content captured for the purpose of an exhibition on the Senedd estate, or for a touring exhibition location will be managed by our Exhibition team, and shared with our Digital and Design team for the purpose of creating supporting content to promote, or brand that activity.
Will the information be shared with any third parties, or publicised?
We may publish images and video content on our:
- website (www.senedd.wales)
- social media channels
They may also:
- appear in print materials
- get shown to Members of the Senedd and Commission staff as evidence for Senedd committee consultations
- get shared with media outlets
Any photos film or digital content captured for the purpose of an exhibition on the Senedd estate, shared by panellists at events and workshops, or for a touring exhibition location will be treated in a similar way and could be published to our website, social media channels, printed materials and shared with media outlets. This will mean your contribution will remain in the public domain.
For events of a greater interest to the public, on occasion third party organisations may attend the Senedd estate, such as news media and broadcasters, to take audio and/or video recordings and/or photography. The Senedd Commission is not the data controller for the information captured by these organisations. Further information regarding their processing of your personal data should be sought from the third party directly.
If you have concerns about your appearance in pictures or videos, please notify a member of the Commission’s staff before or during the activity, or email contact@senedd.wales.
The Commission regularly reviews the digital content captured, and will not retain pictures and videos which are unlikely to be of any operational value going forward.
Storage, retention and deletion
Some images and videos captured (particularly those of historic and ongoing business value) may be retained indefinitely but are reviewed following the end of a Senedd term and deleted where no longer required.
If a photo that you appear in is in use, and you no longer wish it to be, please contact digital@senedd.wales.
Please be aware that this does not guarantee that the Commission will cease using the photograph and that content that we publish online enters into the public domain and will likely remain there and become difficult to control or delete.
When we capture content from small groups and individuals we will seek those individuals permission to ensure that those individuals are happy to have their picture taken, or be filmed.
If you do not want to appear in any pictures or videos, or want to ask a question about how your information will be used, please inform a member of Commission staff before, or during the activity, or e-mail contact@senedd.wales.
Engaging with us on social media
What information are we processing?
User Inquiries and Information Processing
When you submit questions or inquiries through our social media channels, we collect and process the information provided to address and respond to your concerns effectively. This may include:
- part of a post
- information about the account from which the post originated
- the direct URL of posts
- any additional contact information provided
Moderation
We moderate our social media channels to ensure they are safe and enjoyable places for everyone. In order to ensure safety we might keep a record of posts if an account has been blocked or breaches our media guidelines. This could be information that is:
- part of a post
- information about the account from which the post originated
- specifically a ‘screen grab’ of a post, including the message text, account name and date posted
- the direct URL of particular posts
Why are we processing it?
We use social media platforms as a key part of our public engagement work. As well as using these platforms to put out information for awareness raising purposes, we encourage interactions, particularly those that can be fed into parliamentary scrutiny.
Who will have access to the information?
Commission staff who oversee and facilitate our social media channels.
When interactions can be fed into parliamentary scrutiny, we will ensure it is made clear that your comments will be used to feed into the Senedd's scrutiny work.
In those instances, your responses to our social media posts (including your name/handle) could be passed on to staff and Members, and could appear in reports and other materials published on the Senedd website and social media accounts.
Will the information be shared with any third parties, or publicised?
Responses that are linked to parliamentary scrutiny could appear in reports and other materials published on the Senedd website and social media accounts
Storage, retention and deletion
If you share our content through social media, for example by liking us on Facebook, following or posting about us on X (formally Twitter), those social networks will record that you have done so and may set a cookie for this purpose. By using those platforms you are agreeing to their terms of service.
In order to manage our social media interactions we use the following third party provider.
Sprout Social: For more information, please see Sprout Social’s privacy policy.
Sprout Social, Inc. complies with the EU-U.S. Data Privacy Framework, and the UK Extension to the EU-U.S. DPF. For information about this please visit: Privacy Policy | Sprout Social | International Transfers
Media and Social Media Monitoring
What information are we processing?
The Commission uses two media monitoring tools.
Pulsar: Monitors social media, forums, and the internet. Tracking conversations, sentiment and emerging issues. Pulsar collects publicly available information from social media platforms and public forums. This may include profile details such as profile photos, usernames or handles, biography information, post content, and location data.
Additionally, Pulsar gathers engagement metrics from public social media posts, including the number of comments, likes, and shares.
Vuelio: Focuses on news and current affairs outlets. These tools help understand the reach and impact of the Senedd Commission’s work by analysing coverage across various channels.
Pulsar also tracks online conversations, sentiment, and emerging issues.
Why are we processing it?
Our communications team work to explain the work of the Senedd and its impact on the lives of people across Wales.
The Senedd has set a strategic goal to increase its engagement with people across Wales and place the citizen at the heart of all that it does. Media relations is a key component in achieving this goal.
Both tools provide valuable audience insights for communication planning and Senedd-related work.
Who will have access to the information?
Our Communications team have access to the results the platforms generate.
This information is utilised in reports relating to upcoming Senedd activities, highlighting any insights generated. These reports may be shared with Senior officials within the Commission, included the Senedd Security and policing teams, if necessary.
Will the information be shared with any third parties, or publicised?
This publicly available information may be shared with Members of the Senedd within a summary report and full details may be shared with Senedd Policing teams, if necessary.
Storage, retention and deletion
The platforms display publicly available information that has been uploaded to the internet via various media and social media platforms. For further information on how Vuelio and Pulsar process your personal data, please visit their respective privacy notices via the following links:
Vuelio: Privacy Policy | Vuelio
Pulsar: Privacy Policy (pulsarplatform.com)
- Vuelio host’s its data in the UK and Pulsar hosts its data in Ireland.
- The Pulsar Group (who manage both the Pulsar and Vuelio brands) complies with the standard contractual clauses as the data transfer mechanism of transferring UK/EU data to countries subject to data transfer requirements. To find out more please visit: Privacy Policy | Pulsar | How we approach transferring and processing your Personal Data internationally
A small number of commission staff are able to extract information and report on issues of interest, these will be reviewed and deleted when they are no longer of business value.
Website
If you contact us via the website for the purposes of event registration, email subscriptions, and other engagement activities, your information will only be used for those purposes. Details about information gathered through our website is available in the Senedd's central privacy notice.