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Privacy

 
On this page you will find the following information by clicking on the headings below:
 

The Welsh Language Commissioner’s Privacy Notice

Your Rights under Data Protection Law

How will the Commissioner use your details

Making data anonymous

Sharing Information with Third Parties

How long will the Commissioner keep your information

Suppliers

Job applicants

List of Standardised Welsh Place-names

Current and former officers

Transfers to countries outside of the EEU

Following a link to another website

Freedom of Information Act 2000

Other organisations pertaining to the website

Accessing your personal information

Changes to this privacy policy

Contact

The Welsh Language Commissioner’s Privacy Notice

This Privacy Notice tells you what to expect when the Welsh Language Commissioner (the Commissioner) collects, uses, discloses, transfers and stores your personal information.

Welsh Language Commissioner, Market Chambers, 5-7 St Mary Street, Cardiff, CF10 1AT is the Data Controller of the data it collects from you.

The Commissioner is committed to protecting the personal information it receives. Whenever the Commissioner receives information she is legally obliged to use your information in line with all applicable laws concerning the protection of personal information, including the General Data Protection Regulation 2016 (these laws are referred to collectively in this notice as the "data protection laws").

Your Rights under Data Protection Law

You have various rights under Data Protection Law. These may include (as applicable):

• the right to request access to the personal data the Commissioner holds about you (see under the heading "Accessing personal information" below for more details);

• the right to correct including requiring the Commissioner to correct incorrect personal data; the right to restrict processing about you, or to object to processing your personal data, the right to request deletion of your personal data where the Commissioner no longer needs to keep it;

• the right to transport data including to obtain personal data in a format that can be read by a machine in certain circumstances, such as where it is processed based on consent;

• the right to oppose to making automated decisions including profiling (if any) that has a legal or significant effect on you as an individual; and

• the right to withdraw your consent to any processing to which you gave that consent in advance
When you contact the Commissioner, what information will be collected?

• Full name
• Address
• E-mail address
• Any information you provide the Commissioner with in any contact forms or in any correspondence
• Any information that will help the Commissioner to make reasonable adjustments for you.
Special categories of personal data

Sometimes the Commissioner will ask you for additional personal information, and sometimes for special categories of personal data – this is data about your race or ethnic origin, political opinion, religious or philosophical beliefs, membership of a trade union, genetic and biometric data, data about your health, or sexual orientation. If the Commissioner collects special categories of personal data from you, it will only be used for the purposes of providing you with any advice or assistance and in accordance with his statutory functions.

How will the Commissioner use your details
 
Your details will be used for many purposes, including:

• To deal with the enquiry / complaint / concern / reason for contacting the Commissioner;
• Visitors to the Commissioner’s website (see the Cookies page);
• To exercise the Commissioner’s statutory functions;
• To meet contractual requirements between you and the Commissioner;
• To comply with any legislation the Commissioner is subject to.

This privacy notice does not provide exhaustive details of all aspects of the Commissioner’s collection and use of personal information. If you have any queries or concerns about the Commissioner’s use of your personal information or this notice, please contact the Commissioner.
 
The legal basis for which the Commissioner will process your information is to allow the Commissioner to exercise its statutory powers in accordance with the Welsh Language (Wales)
Measure 2011.

Your consent can also be a legal reason for processing your personal data. This means your specific, informed and unambiguous consent given freely and can be collected by you, for example, when you agree to receive marketing correspondence from the Commissioner or when you agree to take part in surveys or market research (such as which apply). You have a right under Data Protection Law to withdraw your consent at any given time.

Making data anonymous 

The Commissioner can convert your personal data into statistical or co-collected data in such a way as to ensure that you are not identified or can be identified from that data. The Commissioner can use this data gathered to conduct market research and analysis, including in order to produce research and statistical reports. The Commissioner can share data that has been collated in several ways, including for the same reasons as it can share personal data.

Sharing Information with Third Parties

The Commissioner will share your information with a third party when it’s legally required, or when he has a legal basis to do so.

Ordinarily the Commissioner will share your information with a third party in order to carry out further investigatory work to a complaint or concern or in order to exercise its statutory functions.
 
The Commissioner will tell you who that third party is and why he needs to share the information. If you do not want the Commissioner to share your information with a third party whilst carrying out further investigatory work to a complaint or concern or in order to exercise his statutory functions you can inform him of that, however this may affect his ability to carry out those functions.

How long will the Commissioner keep your information

The Commissioner will keep your personal information in accordance with his Retention and Disposal Policy.

Suppliers

The Commissioner will hold information about its suppliers on the financial management systems, for the purpose of managing his relationship with them, such as placing orders and arranging for payment to be made. The information may also be used for internal reporting purposes.  

Job applicants

The information you provide as part of the application process will be treated in confidence and will only be shared with Human Resources and members of the selection panel for the purposes of the recruitment process. If the Commissioner wants to disclose information about you to third parties, for example where a third party candidate management specialist is involved in the selection process or he wants to take up a reference - he will not do so without informing you beforehand unless the disclosure is required by law.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

The Commissioner will hold personal information about candidates for a maximum period of 2 months after the recruitment process has been completed, and it will then be destroyed or deleted.

List of Standardised Welsh Place-names

The Commissioner has a responsibility to offer advice on the standard forms of Welsh place-names. The Commissioner follows specific guidelines in formulating its recommendations and also gives due consideration to evidence regarding current and historical usage as well as public opinion on the names. Personal details can form an integral part of this documentary evidence and the Commissioner may sometimes wish to record the views of individuals and evidence submitted by them regarding various forms to aid the formulating of recommendations. That evidence will be kept until the end of the project unless a specific request is made from individuals for it to be made anonymous or deleted.

Current and former officers

Officers should refer to the officers’ privacy notice. Following the end of your employment with the Commissioner, he will retain your information in accordance with the requirements of the Retention and Disposal Policy and then delete it.

Transfers to countries outside of the EEU

Your information will not be transferred outside of the European Economic Area.
 
Following a link to another website
 
The Commissioner’s website contains links to other websites. This privacy notice only applies to the Commissioner’s website, users should therefore be aware of this when moving to another website - the Commissioner does not have any control over that other website. Therefore, the Commissioner cannot be responsible for the security and privacy of any information which you provide when you are visiting other sites and such sites are not managed by this privacy notice. You should read the privacy notice of any website that collects personal information.

Freedom of Information Act 2000

The Commissioner is a public authority for the purpose of the Freedom of Information Act 2000 (FOIA). Information obtained by the Commissioner in the exercise of her functions will be exempt from disclosure under FOIA. However, you should be aware other information may have to be disclosed if it is requested under FOIA.

Before you contact the Commissioner you should appreciate that the Commissioner is required by section 22 of the Welsh Language (Wales) Measure 2011 to treat as confidential any information obtained in connection with her functions. Any such information you supply will not be shared with anyone else unless this is authorised by section 22. You should however appreciate that in exceptional circumstances it may be necessary for the Commissioner to disclose this information to others although if this is necessary for any purpose you would usually be told about this first.
 
Section 22 does not in any way affect the Commissioner’s duties under Data Protection Law nor the law of confidentiality. For more information on section 22, please contact the Commissioner.

Other organisations pertaining to the website
 
The Commissioner may need to contact other organisations, including IT contractors, in order to answer queries or to deal with questions regarding the functionality of this website. However, the Commissioner will not pass on any of the user’s personal information when dealing with an enquiry, unless the Commissioner has a legal basis to do so.

Accessing your personal information

Data Protection Law gives you the right to access information held or to obtain copies of it. You can exercise your right to access in accordance with Data Protection laws and this means that you must submit your application to the Commissioner in writing.

Please see the Commissioner’s Data Protection Legislation Policy for further details.

Without prejudice to any other administrative or judicial remedies you may have, you have the right to complain to the Information Commissioner if you consider that the Commissioner has breached the data protection laws whilst processing your personal data.

ico.org.uk

Changes to this privacy policy
 
If this privacy policy changes in any way, the Commissioner will place an updated version on this page. Regularly reviewing this page ensures that users are always aware of what information the Commissioner collects, and under what circumstances, if any, the Commissioner will share it with other parties.
 
Contact
Data Protection Officer, Welsh Language Commissioner
0345 603 3221
post@welshlanguagecommissioner.wales
Updated: 14 January 2019 
 

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