Cymraeg

Academi Wales

Privacy policy

Privacy notice for Academi Wales

Updated 11 December 2023

Academi Wales (referred to as ‘us’, ‘our’ or ‘we’), as part of Welsh Government, was created in September 2012 as the centre for excellence in leadership and management for public services in Wales.

This notice sets out how we will use your personal data, and your rights in relation to that data.

1. Your data

1.1 Purpose

Academi Wales seeks to transform Wales through excellence in leadership, to build a future for Wales where leadership of our public services is visionary, collaborative, cutting edge and successful in driving improvement in the lives of people living in Wales.

To do this, we deliver events and learning interventions for Welsh public and third sector staff. We need to process some personal data to enable us to manage all aspects of our relationship with our audience. The processing will also allow our audience to contact and interact with each other to support their learning development experiences. The personal data processed will include those who join us as delegates (including personal assistants, private offices and other support staff); former, current and prospective speakers for our events and learning interventions, and stakeholders with whom we collaborate.

We intend to:

  • collect details of Welsh public service and third sector staff (our delegates), and prospective speakers from online surveys and from public sources
    • place these details on secure databases that we manage
    • use this data to organise, hold and facilitate leadership events and activities for Welsh public service and third sector leaders
  • collaborate with our stakeholders, our audience and others
  • use your contact details (name, email and phone number) to contact you to take part in research to build our evidence base on our strategy and our impact on public service leadership. Taking part in research activities is always voluntary.
  • use disability, accessibility and allergen data to ensure our leadership events and activities are as inclusive as possible
  • collect diversity data from learners and speakers to assess our own diversity and inclusion statistics for our network and programme audience of Welsh public service and third sector leaders
  • send marketing information about our services to people who opt into our communications
  • record leadership events and activities, and share the recordings on our website to provide learning resources for our network and programme audience and others, subject to the agreement of the featured speaker(s)
  • take photographs at leadership events and activities, and publicise leadership events and activities using social media, subject to the agreement of the featured attendees

1.2 Lawful bases of processing

1.2.1 Public task

Our lawful basis for processing information in our operational and learning activities is our public task; that is, exercising our official authority to undertake our core role and functions as part of the Welsh Government.

Where the information amounts to special category personal data the additional lawful basis is that the processing is necessary for reasons of substantial public interest. This is because:

  • we need to collect event applicants and participants’ special category personal data to assess our own diversity and inclusion statistics for our network and programme audience of Welsh public service and third sector leaders, to ensure our offer is reaching an audience that reflects the society it serves. This includes your protected characteristics: sex; sexual identity; gender identity; age; national identity; ethnicity; disability; religion; pregnancy status; partnership status.
  • we use some disability, accessibility and allergen data for the purposes of making reasonable adjustments at events we hold.

1.2.2 Consent

We ask for your consent to process your personal data to:

  • send marketing information to people who request it
  • record selected activities during a programme or event, subject to the agreement of the featured speaker(s)
  • take photographs at leadership events and activities, subject to the agreement of the featured attendees

1.3 Recipients

We will always minimise the data we share.

  • We share your details with our partners and/or providers for the purpose of delivering and evaluating events and learning interventions.
  • We share your name, job role and organisation with leadership event speakers, to enable them to adapt their learning content to meet your needs.
  • When you join online meetings or online networks, your information is visible to other participants. This includes your video feed, name, organisation, email address and phone number.
  • The information you include in your website member profile is visible to other members of our website. You can update your website profile at any time.
  • If a leadership event or activity requires you to arrange an organisational sponsor/approver, we will inform your sponsor/approver of your progress during the event/activity. This will not include any confidential or sensitive information.
  • If you require and agree to take part in personal development diagnostics as part of a leadership event or activity, we will share your necessary information with the accredited provider(s) of the diagnostic(s).
  • We will share your name, accessibility requirements and dietary requirements with event venue(s) to make reasonable adjustments for you.

We can also disclose your personal information in the following circumstances:

  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions and other agreements; or to protect the rights, property, or safety of Welsh Government, or others; or to investigate or prevent a crime.
  • if you agree.

1.4 Retention

We will keep your personal data as long as you meet at least one of the following criteria:

  • you are employed by an eligible public service or third sector organisation in Wales
  • you occupy a role as a member of support staff for a leader that belongs to our leadership community
  • you have expressed an interest in collaborating with us

and:

  • you have not informed us that you no longer work for an eligible organisation

We will delete and/or anonymise any stored personal data that we hold on individuals who no longer meet the above criteria.

If you have expressed an interest in speaking at our events and learning interventions, we will keep your personal data for 10 years or until you ask us to delete it, whichever is sooner.

We will delete and/or anonymise all special category personal data 2 months after the end of the relevant event/activity.

2. Your rights

You have the right:

  • to access a copy of your own data;
  • for us to rectify inaccuracies in that data;
  • to object to or restrict processing (in certain circumstances);
  • for your data to be ‘erased’ (in certain circumstances); and
  • to lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection.

The contact details for the Information Commissioner’s Office are: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Phone: 0303 123 1113. Website: ico.org.uk.

3. International transfers

As your personal data is stored on our IT infrastructure, and shared with our data processors, it may be transferred and stored securely outside the UK. Where that is the case it will be subject to equivalent legal protection either through an adequacy decision or through Standard Contractual Clauses / International Data Transfer Agreements.

4. Contact details

The data controller for your personal data is the Welsh Government. The contact details for the data controller are: Welsh Government, Cathays Park, Cardiff CF10 3NQ.

The contact details for the data controller’s Data Protection Officer are: DataProtectionOfficer@gov.wales.

The Data Protection Officer provides independent advice and monitoring of our use of personal information.

Privacy policy for this website

Updated 11 December 2023

This privacy policy sets out how the Welsh Government (‘we’ or ‘us’) collects and uses information about you as part of your use of academiwales.gov.wales (the ‘website’).
Please read this privacy notice carefully to understand how we will use your personal information.

This includes personal data:

  • used to enable you to log in to secure areas of the website;
  • collected from you in the course of a browsing session;
  • that you provide to us; and
  • that is uploaded by you as part of your use of the website.

You can find more details about how we manage our events on our Terms and Conditions page.

Should you wish to contact us with regard to this privacy policy, you may do so by:

  • e-mailing us at academiwales@gov.wales; or
  • writing to us at Academi Wales, Welsh Government, Cathays Park, Cardiff. CF10 3NQ.

This privacy policy may be updated from time to time. The latest version will appear here on this page. We will notify you if we make any significant changes to this privacy policy or to the way we will collect, hold and use your personal information.

This website is structured so that you can visit it without either identifying yourself or revealing any personal information about you. If you do not log in to the website, we will not collect any personal information that specifically identifies you. However, we may still collect information about your browsing session in accordance with our cookies policy below (please see Cookies).

Depending on how you interact with us, we may collect the following information about you:

  • Information you give to us. You may give us information about you by signing up to the website, completing an online form, registering for an event, contacting us by phone or e-mail, or otherwise interacting with us. You may also wish to upload information, personalise your profile page and share information with others.
    Please note that sometimes we will require you to provide additional personal information. When we do this we will provide further information about why we are collecting your information and how we will use it.
  • Information we automatically collect about you. We automatically collect certain information when you visit our website. This may include technical information, such as the Internal Protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating systems and platform.

Please see Cookies.

We obtain, store and use information about you so that we can provide you with access to our website, and so that you can enjoy and benefit from the services we offer via our website. How we use your information depends on the reasons why we have collected it.
If you are entitled to access the secure areas of the website, your personal information will be used to create a unique login. This will allow you to access the website and to authenticate each browsing session.

In order to set up your unique login and authenticate your browsing sessions, information about you may be disclosed to our contractors, including CDSM Interactive Solutions Limited and Microsoft Corporation. This information will be used only to allow you to log in and to authenticate your browsing sessions.

We may also use information we hold about you in the following ways:

  • to confirm your identity
  • to provide our services, activities or online content
  • communicate with you
  • notify you of any changes to the website
  • to update and correct our user records
  • to carry out statistical and market analyses, including benchmarking exercises, to enable us to understand you better and improve our services
  • to develop, test and improve our systems
  • to ensure that the content of our websites are presented in the most effective manner for you and for your computer
  • to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
  • to manage event bookings that you make via the website

Keeping your information secure is key to us. We will not sell your information to any third party, but in certain limited circumstances and in accordance with this privacy policy, we may disclose your personal information to:

  • A third party if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, in order to enforce or apply our terms and conditions and other agreements, to protect the rights, property or safety of Welsh Government or others, or to investigate or prevent a crime;
  • Obtain professional advice; and/or
  • To a third party with your consent. In these circumstances you will have a choice as to whether we disclose information about you.

Sometimes we use third parties to process your information on our behalf, for example to provide us with services. We will only do so where we have appropriate contracts in place to ensure that you information remains secure. Third parties include:

  • CDSM Interactive Solutions Ltd – Hwb platform

If you register for an event, we will share your personal information with the event organiser (see section 8 below) and with SmartSurvey Limited, who are a contractor providing this service on our behalf.

We may transfer the personal information we collect about you to be stored at a destination outside of the European Economic Area (EEA). It may also be processed by individuals operating outside the EEA who work for us or one of our contractors. To ensure that your personal information is protected we have put in place the appropriate contractual protections and security measures, including encryption, to ensure that your information is treated by those organisations in a way that is consistent with EU and UK data protection laws.

Our website provides a booking service for courses/events created and managed by us. This booking service is operated on our behalf by CDSM Interactive Solutions Limited and SmartSurvey Limited.

If you wish to apply for a course/event, you will need to provide your personal details.
Your personal details will be shared with the course/event organiser in order for them to manage your application. The course/event organiser will be responsible for handling your information in accordance with data protection requirements.

We have tried to create a secure and reliable website for you. We have put in place appropriate organisational and technical safeguards and security measures given the nature of the information. We will take steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

You should note however that email enquiries are transmitted by insecure means and stored offline. You recognise that the use of the internet and the website is entirely at your own risk. We accept no responsibility or liability for the security of personal information transmitted via the internet.

We will store your information in accordance with the Welsh Government records policy.

If your account on our website is inactive for longer than 13 months we may close it automatically. If you wish to close your account, please email academiwales@gov.wales.

Our website contains links to other websites which are outside our control. You should note that third party websites linked to from our website may operate different privacy policies to those set out here.

The GDPR gives you the right to access information that we hold about you. For requests for information under the GDPR, please contact DataProtectionOfficer@gov.wales.

Updated 3 March 2021

Academi Wales (referred to as ‘we’) is part of Welsh Government. This privacy notice explains how we use any personal information we collect about you.

We take your privacy seriously and will only use your personal information to administer your application to the All Wales Public Service Graduate Programme. Welsh Government will be the data controller for your information and we will process it in line with our public task and the official authority vested in us. All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will manage your personal information in accordance with current data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and we will ensure that our partners and processors handle your information to the same standards.

Third party processors with access to your information are:

  • Job vacancy website provider – they will host the job vacancy and will record your progress throughout the recruitment process
  • Online test provider – they will provide an online test activity, and resolve any technical queries you may have
  • Assessment centre and interview provider – they will manage the virtual assessment activities, and resolve any queries you may have
  • Assessors will be sourced from both the assessment centre provider and public service and third sector organisations who are participating in the programme. Assessors will support the assessment centres and interviews, and will provide feedback to us on your progress.

Some of the personal data is optional (for example equal opportunities information and accessibility requirements) and will be collected with your consent. The accessibility information will be shared with our processors when necessary to ensure that they and we can make any reasonable adjustments required to support you throughout the recruitment stages.

Any equal opportunities information you provide will be used only to produce and monitor equal opportunities statistics. It will not be made available to any staff outside our recruitment team, including hiring managers, in a way which can identify you.

If you would like us to change or delete these optional details, please contact us at AllWalesGrads@gov.wales.

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer of employment, with the Welsh Government.

If we make a final offer of employment, we will also ask you for further information once you have accepted the offer such as bank details.

All information provided during the recruitment process will be retained in accordance with criteria set out in the Welsh Government’s retention schedule. We may be required to disclose your personal information if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, to investigate or prevent a crime, to enforce or apply our terms and conditions and other agreements or to protect the rights, property, or safety of Welsh Government or others.

We also collect website usage information using cookies. Please see our cookies policy for more information.

We will store your information in accordance with the Welsh Government records policy.

If you gain a place on the programme, you will be employed by Welsh Government on a fixed term contract. Your personal information will be managed under the standard Welsh Government terms and conditions for employees.

If we offer you a place on a reserve list, we will keep your information for 1 year following the end of the recruitment process.

If your application is not successful, we will keep your information for 1 year following the end of the recruitment process.

Under data protection legislation, you have the right:

  • to be informed of the personal data Welsh Government holds about you and to access it
  • to require us to rectify inaccuracies in that data
  • to (in certain circumstances) object to or restrict processing
  • for (in certain circumstances) your data to be ‘erased’
  • to (in certain circumstances) data portability to lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection

For requests for information under the UK GDPR, please contact DataProtectionOfficer@gov.wales.

If you have concerns about the way we handle your information, you can contact the Information Commissioner’s Office ico.org.uk/make-a-complaint/.

If you need any further information please email us at academiwales@gov.wales or write to us at Academi Wales, Welsh Government, Cathays Park, Cardiff CF10 3NQ.

Updated 13 December 2021

Academi Wales (referred to as ‘we’) is part of Welsh Government. This privacy notice explains how we use any personal information we collect about you. More details are available in the programme guidance section below. This privacy notice uses the contract legal basis under UK GDPR.

As a graduate on the All Wales Public Service Graduate Programme you will be employed by Welsh Government, and we will process your information as necessary to carry out activities associated with your fixed term employment contract. Your personal information will be processed and managed under the standard Welsh Government terms and conditions for employees, as set out in the Welsh Government HR privacy notice. Welsh Government will be the controller for your personal data.

We will manage your personal information in accordance with current data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and we will ensure that our partners and processors handle your information to the same standards.

Where the sharing or processing of personal data is required for the management of the programme, it will be proportionate and relevant according to need and where relevant, will be governed by data sharing agreements and/or Welsh Government terms and conditions of contract.

We will store your information in accordance with the Welsh Government records policy.

During the programme you will be placed on secondment(s) with host organisation(s). The host organisation will act as a data controller for your placement. You will be subject to the host organisation privacy notices and record management policies.

We will arrange data sharing and secondment agreements with each host organisation to set out the ways in which your personal data may be processed, including storing your information. The details of the data sharing arrangements will be defined in the agreements.

We will collect personal data such as performance management data, sickness absence, and annual leave information as part of our obligations under the Welsh Government contract of employment. This will require sharing of personal data between host organisations and Welsh Government, as governed by data sharing and secondment agreements.

We will manage your learning and development activities in accordance with our main privacy notice.

We will share your name, host organisation(s), cluster and region information with Welsh Ministers, to brief them at the start of the programme, and also while the programme is underway.

Under data protection legislation, you have the right:

  • to be informed of the personal data Welsh Government holds about you and to access it
  • to require us to rectify inaccuracies in that data
  • to (in certain circumstances) object to or restrict processing
  • for (in certain circumstances) your data to be ‘erased’
  • to (in certain circumstances) data portability
  • to lodge a complaint with the Information Commissioner’s Office (ICO) who is our independent regulator for data protection

For requests for information under the UK GDPR, please contact DataProtectionOfficer@gov.wales.

If you have concerns about the way we handle your information, you can contact the Information Commissioner’s Office ico.org.uk/make-a-complaint/.

If you need any further information please email us at academiwales@gov.wales or write to us at Academi Wales, Welsh Government, Cathays Park, Cardiff CF10 3NQ.

Updated 13 December 2021

Academi Wales (referred to as ‘we’, ‘us’ or ‘our’) is part of Welsh Government. This guidance supplements the All Wales Public Service Graduate Programme (referred to as ‘the programme’) privacy notice part 2. This guidance describes the relationship between you, Welsh Government, your host organisations and the development interventions organised as part of the programme, and provides more details on how we use any personal information we collect about you.

As a graduate on the All Wales Public Service Graduate Programme you will be employed by Welsh Government on a fixed term employment contract. However, during the programme you will be placed on secondment(s) with host organisation(s).

We will collect personal data such as performance management data, sickness absence, and annual leave information as part of our obligations under the Welsh Government contract of employment. This will require sharing of personal data between host organisations and Welsh Government, as governed by data sharing and secondment agreements.

Each host organisation will assign a graduate lead and finance lead for the programme as well as a line manager for you in the host organisation. We will expect your host organisation line manager and/or your graduate lead to raise any issues regarding the programme with us.

The host organisation will assign a mentor to support you during your placement. The details of your discussions will remain confidential. Subject to your agreement, we will expect them to raise any issues regarding the programme with us.

We will arrange a secondment agreement that contains your information. It will be signed by Welsh Government, each host organisation in your graduate placement/cluster and you. It will contain specific clauses in relation to data protection. The host organisations’ obligations around data sharing and processing of personal data will be covered by a data sharing agreement.

Prior to and during the programme, there will be a number of interventions to support your learning and development. These will be provided in general by third party providers:

  • Induction provider(s) – they will provide suitable team building exercises and/or venue/accommodation as part of your induction to the programme. We will commission or contract provider/s to deliver part of this service. We will share your relevant personal information with them so that they can provide the service/s. Their obligation around data sharing and processing of personal data will be covered by their contractual terms and conditions. We may also commission facilitators from within public service organisations to support the induction event. If personal data is to be shared with them, public service facilitators will be subject to a data sharing agreement.
  • E-learning provider - they will provide mandatory online learning courses that you will need to complete. We will share your information with provider/s to manage the administration of your place with that provider.
  • Masters qualification provider – the University of South Wales has been contracted by us to provide the Masters qualification that you will complete during the programme. We will share your relevant personal information with them so that they can enrol you on and manage your completion of the Masters qualification. They will share your attendance, progress and results with us, including successful completion of the qualification, to manage your place on the programme. We may share your results with the host organisations in your graduate placement/cluster, to manage your participation in the programme. The University’s obligation around data sharing and processing of personal data will be covered by their contractual terms and conditions with us.
  • Coaches - they will be appointed by us from our coaching network. They will coach you and support your progress during the programme. We will share your name and contact details with the coach to enable them to coach you. The details of your discussions will remain confidential. Subject to your agreement, we will expect them to raise any issues regarding the programme with us. Their obligations around data sharing and processing of personal data will be covered by a data sharing agreement.
  • Buddies – they will be former programme graduates who volunteer to be a point of contact to help you settle into the programme, using their experience of being on the programme. We will share your name and contact details to enable them to contact you.
  • Diagnostic provider(s) – if you require and agree to take part in personal development diagnostics as part of the programme, we will share your contact details with the accredited provider of the diagnostic(s). They will provide you with feedback to support your personal development. We will ensure that we use accredited practitioners to provide you with feedback for any licensed diagnostics. Their obligation around processing of personal data will be covered by their contractual terms and conditions, which we will scrutinise to ensure their compliance with UK GDPR.
  • Action learning set provider(s) – they will support your development throughout the programme. This may be arranged either through a commercial contract or through an existing public service facilitator. For a commercial contract, we will share your contact details with the accredited provider of the action learning set. Their obligation around processing of personal data will be covered by their contractual terms and conditions, which we will scrutinise to ensure their compliance with UK GDPR. Public service facilitators will be subject to a data sharing agreement if personal data is to be shared with them.
  • Evaluation – if a contractor is contracted to evaluate the programme, we will share your name and contact details so that you can contribute your views to the evaluation, to enable us to improve the processes and activities of the programme. Their involvement around data sharing and processing of personal data will be covered by their contractual terms and conditions.
  • Other providers - as the programme evolves, we may contract or arrange other providers to deliver elements of it. Where the sharing or processing of personal data is required for the performance of that contract, it will be proportionate and relevant according to need, and will be governed by either our terms and conditions of contract or a data sharing agreement, whichever is appropriate.