This Policy explains when and why we collect personal information about people who visit the Wales Climate Week website or take part in our events, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
The Welsh Government is the Data Controller and Freshwater (FW) is the Data Processor for information submitted via the Wales Climate Week website, along with any information shared or recordings made during the associated event programme. Welsh Government and FW are committed to protecting the rights of individuals in line with UK General Data Protection Regulation (UK GDPR). Welsh Government’s Data Protection officer can be contacted via email at DataProtectionOfficer@gov.wales.
Freshwater has a Data Protection Officer who can be contacted via email at firstname.lastname@example.org
The Wales Climate Week event website is hosted by a third party (Eventscase). All web content and direct enquiries made through the website are managed by Freshwater.
The information required in order to register you for a Welsh Government event may include your name, email address, a chosen location and the name of your organisation (if applicable). We will only use this information for the purpose of contacting you about the event(s) you have registered for.
Optimising the Wales Climate Week website.
Monitoring levels of registrations to event(s).
Monitoring which organisations are accessing the Wales Climate Week Promotional Toolkit
If you are submitting a Climate Conversation application, the details will be reviewed by Freshwater and Welsh Government to determine the application's suitability. The submitted contact details will be used to request further details, if required, and inform you of the outcome of your application.
If you are submitting a virtual conference session suggestion, the details will be reviewed by Freshwater and the Welsh Government. If your session idea is used in the virtual event programme, Freshwater and the Welsh Government will use the details provided to contact you and the suggested contributors to arrange the speaker briefing and participation in the session.
Sending reminder emails to individuals who have registered for the Wales Climate Week event.
Processing data is necessary for the performance of a task carried out in the public interest. Welsh Government is obliged under the Well-being of Future Generations (Wales) Act 2015 to adopt a policy of involvement.
Welsh Government, as the project owner, will have access to all data collected and processed as part of this project.
Eventscase for hosting the Wales Climate Week event platform, managing webinar and workshop registrations and recording chat room content. All-in-one event management software (eventscase.com)
Mandrilla/Mail Chimp is used as a sub-processor by Eventscase for the administration of pre and post event mailings. General Data Protection Regulation (GDPR) Compliance: Get GDPR Consent for Marketing | Mailchimp
Google analytics to assist in the improvement and optimisation of the website.
We will hold your data for no longer than is necessary and up until the end of March 2024.
You have the right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and for the data portability of your personal information. If individuals choose to interact in the live sessions, either via video or a chat function, they are giving their permission for the recordings to be kept for our records and for the purposes of delivering the objectives of the project.
Any requests or objections should be made in writing to FW’s Data Protection Officer: -
All information you provide to us will be stored on our secure servers.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will make every effort to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Our site contains links to and from the Wales Climate Week event website and the websites of our partners. If you follow a link to any of these websites, please note that these websites and any services that may be accessible through them have their own privacy policies and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services. Please check these policies before you submit any personal data to these websites or use these services.
If you are unhappy with the way in which your personal data has been processed, you may in the first instance contact FW’s Data Protection Officer using the contact details above.
If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (ico.org.uk).