Our contact details
Any queries regarding our use of your information should be sent to the Data Protection Officer at: Data.Protection@senedd.wales
0300 200 6565
How will your information be used?
The Senedd Commission is the data controller of the information you provide and will ensure it is protected and used in line with the UK’s data protection legislation.
What information are we processing?
In order to sign up to the network, we require the following personal data from you:
- Your name,
- Your email,
- The institution you represent,
- Your role/job title,
- Information regarding your baseline knowledge level and interests within policy engagement
The sign up form has free text boxes intended to capture the information regarding your knowledge and interests within policy engagement. Please be mindful that any information you enter into these free text boxes will be visible to the Knowledge Exchange Unit.
Whilst we do not request or require you to share special categories of personal data to sign up to the network, you may choose to do so within those free text boxes. Please only share information that you feel is relevant to your knowledge or interest.
Online meetings of the network may be recorded for the purposes of note-taking to inform the reporting on the activities and impact of the network to external stakeholders including the Economic and Social Research Council and Swansea University.
Recordings will be accessed only by the Knowledge Exchange Unit and will be destroyed in line with Senedd Research’s retention within one month. Any participant comments included in the notes will be anonymised and unattributable.
Why are we processing it?
To deliver the aims and objectives of the network which are to build a collaborative network and provide training and support appropriate to the group members to aid their ability to support academic engagement with the Senedd and each other.
Who will have access to the information?
Senedd Research’s Knowledge Exchange Unit will have access to the information.
Members of group will see contact information of other members to enable collaboration between them. Any information that is shared at a network meeting or as part of collaboration will be available to those recipients (i.e. those present at the meeting, or those in direct receipt of any communications such as emails or teams messages).
Will the information be shared with any third parties, or publicised?
The Knowledge Exchange network will meet using Microsoft Teams.
Following the initial 14 month period of the network a report on the activities and impact of the network will be published and shared with external stakeholders including the Economic and Social Research Council and Swansea University. There may also be interim reporting to external stakeholders during this period.
Due to the nature of the network, some of your personal data will inevitably disclosed with other members of the network. Your name and contact details will be available to other members of the network in order to promote collaboration and sharing of knowledge between network members.
Storage, retention and deletion
The information will be stored securely on our ICT systems which 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 domestic legislation. To find out more about how Microsoft will use your information, you can read their privacy statement here.
The information will be kept for 6 months after the initial 14-month period and deleted in line with Senedd Research’s retention policy.
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) Performing our public task
The Commission is required, by the Government of Wales Act 2006, to ensure that the Senedd is provided with the property, staff and services it requires for its purposes. One of these key services is to promote the Senedd and its work to the people of Wales. Providing a network for academic professionals to exchange information forms part of this task in the public interest.
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.
We do not anticipate the processing of special categories of personal data for the purposes of signing you up to join the network. However, if special category data is shared with us during the sign up, or at a later point during a network meeting we will process it under the following lawful bases:
Article 9(2)(g) Processing necessary for reasons of substantial public interest (with a basis in law)
The Commission is required to process your special category personal data in order to ensure it is able to meet its statutory purposes as set out in the Government of Wales Act 2006.
Article 9(2)(g) requires ‘conditions’ (set out in law) to be satisfied. The Commission will rely on processing conditions set out in Parts 1 and 2 of Schedule 1 of the Data Protection Act 2018.
Sharing data
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.
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.
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