Privacy Policy
What this policy covers
How the Independent Commission on the Constitutional Future of Wales’ Engagement Platform uses your data and your rights in relation to personal information.
Introduction
The Independent Commission on the Constitutional Future of Wales (‘the Commission’) has been set up to achieve 2 broad objectives. The first is to consider and develop options for fundamental reform of the constitutional structures of the United Kingdom, in which Wales remains an integral part. The second is to consider and develop all progressive principal options to strengthen Welsh democracy and deliver improvements for the people of Wales.
To help us achieve these objectives we are engaging the views of the most important people in this discussion – the citizens of Wales.
Personal data
By registering on the Commission’s engagement platform you have indicated that you are interested in providing your opinion on the subject matter covered by the engagement platform. The contact details you provide at the point of registration will be processed by us to keep you updated on progress and emerging findings. You can ‘opt out’ of these updates at any time using the unsubscribe link at the foot of any emails we send you.
We use Engagement HQ (provided by Bang the Table) to gather information on our behalf, this is the platform you will register on to provide your responses.
Any data collected by Engagement HQ is stored on UK servers. You can find their privacy statement here https://www.bangthetable.com/privacy-policy/
We will publish a summary of the responses to this engagement exercise and, in some cases, the responses themselves, but these will not contain any personal data.
The lawful basis of processing information in this exercise is our public task, which is exercising our official authority to undertake the core role and functions of the Welsh Government [footnote 1]. Individual participation is voluntary.
Upon receipt of the information, the Welsh Government becomes the data controller for it.
1 The commission is independent from government in the sense that it is able to develop recommendations, seek evidence and otherwise carry out its role without political interference from Ministers. The co-chairs and the commissioners are not employed by the Welsh Government. However, the operational support for the commission is provided by the Welsh Government, and Welsh Government officials will be managing the database of the mailing list.
Data storage
The following data will be collected on the Commission’s engagement platform.
- Personally Identifiable Data: To take part in the online engagement discussions on the site participants will be required to register, they will be asked for mandatory data as follows:
- Login or User name
- Email address
- First four digits - Post Code
- Year of Birth
What we do with it
We process the information internally for the above stated purpose. We will not share your personal data with any third party without your consent. Engagement HQ will not share data with any third party. They allow administrative staff access to user data while assisting clients with any issues they may be experiencing; however, all client data is routinely removed from their devices.
How long we keep it
We will retain the response information related to the platform until our work on the subject matter is complete. All personally identifiable data will be securely removed from all servers 3 months after the engagement platform contract is completed (31 March 2024), to allow time to download and access data for reporting to the Commission. As such, any data held on Engagement HQ will be purged from their servers by 31 July 2024.
Where will we keep it?
All personally identifiable data will be held on secure servers hosted in the UK, either on Engagement HQ, or downloaded for anonymisation for subsequent analysis onto the Welsh Government servers. No identifiable data will be copied or downloaded on to any external server apart from those listed.
Use of information
In our remit as the data controller, the Welsh Government uses the information received for the below purposes. These purposes are necessary so as to enable us to carry out our public task and in the exercise of our official authority:
- contacting individuals who have expressed a wish to be kept informed of the activity of the Commission
- monitoring the overall engagement with the Commission
Individual rights
Under GDPR, you have the following rights in relation to the personal information you provide as part of this evaluation:
- the right of access (request a copy of your own data)
- the right of rectification (correcting incorrect information)
- the right to object to or restrict processing of data
- the right to erasure
- the right to lodge a complaint with the Information Commissioner’s office
Contact
If you would like to discuss the storage and processing of your data, you can contact the Commission's secretariat:
Secretariat to the Independent Commission on the Constitutional Future of Wales
Welsh Government
Cathays Park
CARDIFF
CF10 3NQ
ConstitutionalCommission@gov.wales
As per the final right set out above, the information commissioner’s office can be contacted at: casework@ico.org.uk or on 029 2067 8400 / 0303 123 1113. Further details for the information commissioner can be found below.
Information Commissioner’s Office (Wales)
Churchill House
17 Churchill Way
Cardiff
CF10 2HH