Senedd Committee Travel and Subsidence Privacy Notice

Published 01/02/2021   |   Last Updated 22/04/2021   |   Reading Time minutes

How your information will be used

The Senedd Commission (Commission) is the data controller of the information you provide, and will ensure it is protected and used in line with data protection legislation.

Our Contact Details

Any queries regarding our use of your information or how to exercise your rights should be sent to the Data Protection Officer at: 
Tŷ Hywel, Pierhead Street, Cardiff Bay CF99 1SN
0300 200 6565 

What information are we collecting?

For external witnesses:

Claimant name, Organisation, Address, Postcode, postcodes or other address details to and from which you travel (which you include in the claim form) and signature. Contents of any receipts received.

For Members form:

Member name, postcodes or other address details to and from which you travel (which you include in the claim form), email address and signature.

Why are we collecting it?

The external witness form is used to collect data on a witness that attends a Senedd Committee meeting who wishes to claim expenses for their attendance. The collection is necessary for the Commission to process the expenses claim.
The Member claim form is used to collect data on a Member participating in Senedd Committee business who wishes to claim expenses for that Committee business. The collection is necessary for the Commission to process the expenses claim.

Who will have access to the information?

The form will be held by the Commission’s Clerking Team, Coordination Unit and Finance Team. The process followed is also documented on the claim form you submit – please see the “processing” section in order to understand which teams at the Commission will have access to the information on your form. Your information will not be shared with any third party organisations.

Where will the information be stored?

The information will be stored securely on our ICT systems which include third party cloud services provided by Microsoft. Any transfer of data by Microsoft outside of the UK and the EEA is covered by contractual clauses under which Microsoft ensure that personal data is treated in line with applicable data protection legislation. To find out more about how Microsoft will use your information, you can read their privacy statement here.

How long will the information be retained?

Correspondence between the relevant clerking team and the witnesses or Members will be kept for the remainder of that particular Senedd.

The forms themselves which are sent from the Clerking team to the Co-ordination unit for processing, will be kept for 7 years.

How will the information be disposed of?

In line with our financial retention schedules, we will keep this form for 7 years, after which it will be securely deleted through a manual process.

Our legal basis for collecting, holding and using your personal information.

Data protection legislation 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 in and alongside the forms, we rely on the following legal bases:

The processing is necessary for the performance of a task carried out in the public interest.

Your rights

As a data subject, you have a number of 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 or not 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 (please note that you are required to keep us up to date with any changes to your personal information);
  • that information about you is deleted (in certain circumstances);
  • that we stop using your personal information for certain purposes or in certain circumstances; 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 the Data Protection Officer using one of the methods set out at the above.

Requests for information made to the Commission

The Commission is subject to access to information legislation. 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.    

How to complain

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 Information Commissioner’s Office (ICO).

The ICO’s address is:      
Information Commissioner’s Office 
Wycliffe House 
Water Lane 
SK9 5AF 

Helpline number: 0303 123 1113

Changes to our privacy notice

We keep this privacy notice under regular review. Paper copies of the privacy notice may also be obtained by contacting the Data Protection Officer using the contact information above. This privacy statement was last updated in April 2021.