Website and Content Management Project Privacy Notice

Published 24/11/2020   |   Last Updated 01/12/2020   |   Reading Time minutes

Published 22 September 2020

The Senedd 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 should be sent to the Data Protection Officer at:
Tel: 0300 200 6565

What is the data?

You are not required to provide your name or contact details to take part in this survey, but some of the answers you provide may include your personal data.

Questions in the survey relate to:

  • Your experience of using our current website;
  • You experience of using our new (beta) website;
  • Your degree of political involvement/awareness/understanding.

You may also leave your contact details if you would like to assist us at a later stage of this Project, or with similar projects in the future. This is entirely optional.

Why are we collecting it?

The information collected will be used to assist us in understanding the types of person using our website, and how and why they use it, as well as improving the Senedd’s web presence.

Who is collecting and analysing the data?

The information you provide is only accessible to a limited number of Senedd Commission staff administering this survey. Those staff will analyse the responses and provide an anonymised overview of statistical information to a wider group of Commission staff and to approved Senedd contractors in order to understand the ongoing user needs for our website and to guide future website improvements.

Will it be shared or publicised?

No personal information will be shared with third parties or publicised. Information will only be shared with wider staff and approved contractors in an anonymised form.

Where will it be stored?

Survey responses are collected via Umbraco Forms hosted on Senedd website infrastructure. The information will be stored securely on our ICT systems. Our ICT system includes third party cloud services 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 European legislation. To find out more about how Microsoft will use your information, you can read their privacy statement here.

How long is it stored for?

Once the information has been extracted and collated, the raw survey data will be kept for up to 1 year and then deleted. Only anonymised statistical information about the other questions in the survey will be retained after this period.

If you have chosen to receive updates from us about this or similar digital projects your contact details will be stored until you tell us otherwise.

How is it destroyed?

After 1 year, the raw survey data will be securely deleted from the ICT system.

Our legal bases for collecting, holding and using your personal information

Data protection law sets out various lawful bases which allow us to collect, hold and use your personal information. For the purpose of processing the personal data you provide in this survey, we rely on the following legal bases:

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

It is in the public interest to ensure that the Commission is able to understand how our website is used and to improve the Senedd’s web presence in order to ensure public engagement.


We will rely on your consent to use the contact details you have chosen to provide to us to contact you as this Project progresses and about other similar digital projects. You may withdraw your consent at any time.

Special category personal data

We may process special category personal data as part of this survey if you choose to provide any. Special category personal data is defined as including data revealing racial or ethnic origin, religious or philosophical beliefs, sexual orientation and data about health. For the purpose of this survey, we will be processing any relevant special category data about you and anyone else you mention in your response.

Special category data will be processed on the either on the basis that it is necessary for reasons of substantial public interest (as provided for by Article 9(2)(g) of the GDPR, read in conjunction with paragraph 6 of Schedule 1 to the Data Protection Act 2018) or based on your explicit consent

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 our Data Protection Officer using one of the methods set out at the above.

Requests for information made to the Commission

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. Where that is the case, the relevant legal basis will be compliance with a legal obligation to which the Senedd Commission is subject (Article 6(1)(c) GDPR).

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 ICO.

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

Helpline number: 0303 123 1113