Academi Wales

Llywodraeth Cymru
Welsh Government

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Terms and Conditions

Using your personal information

Updated 11 April 2018

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 account, to provide the products and services you have requested from us and to support our legal obligations and public task. We will handle your personal information in accordance with current data protection legislation, including the General Data Protection Regulation law (GDPR). We will ensure that our partners and contractors handle your information to the same standards.

Collecting your information

We collect information about you so that we can provide, publicise and improve our services to you and manage your account on our website.
We collect information about you when you:

  • apply for one of our courses/events
  • take part in one of our courses/events
  • visit our website
  • sign up to our website
  • voluntarily complete course/event evaluations
  • voluntarily complete surveys
  • take part in diagnostic and coaching activities

Personal information we collect will include your name, email address and organisation. We may ask for additional information, depending on the course/event/activity, which may include optional information, for example accessibility or dietary requirements.

How we collect your information

If you subscribe to our Opportunities Bulletin or our other marketing lists, Mailchimp will process your information in accordance with the EU-US Privacy Shield Framework.

If we use Eventbrite to provide a course/event application form, Eventbrite will process your information in accordance with the EU-US Privacy Shield Framework.

We may take photos or make recordings at courses/events, or publicise courses/events using social media. If you would prefer not to appear in photos/recordings, please indicate this in your application form or inform the course/event team. Your answer will not affect your ability to take part in the course/event.

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

Sharing your information

We will ensure that if our partner organisations and/or contractors need to collect or handle your information, they will comply with the data protection legislation. We will manage this by requiring them to agree to these terms and by checking that they comply. This includes:

The information you provide to our website, our application forms and our online surveys will be processed by CDSM Interactive Solutions Limited and SmartSurvey.

Any information you include in your website profile may be visible to other website users. You can update your website profile at any time.

We will not sell your information to anyone.

Disclosing your information

We may disclose your personal information:

  • if we are asked to provide details of your attendance at a course/event to senior management from your employing organisation, or the head of your profession, to support the talent and succession work of your organisation or profession. If you would prefer not to feature in these reports, please indicate this in your application form or inform the course/event team. Your answer will not affect your ability to take part in the course/event.
  • 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.

Storing your information

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

We will keep your personal information (including all successful and unsuccessful applications) for 13 months after we have evaluated the course/event. This enables us to report on our activity and use evaluation data to improve future courses/events. After this point we will anonymise your information.

For some courses/events we need to keep some of your information for longer than 13 months. For example, we need to keep financial records of course fees for the standard Welsh Government period of 7 years.

Updating your information

We want to make sure that your personal information is accurate and up to date. You have the right to view and object to information that we hold about you. You may ask us to correct or remove information you think is inaccurate.

You can update your website profile at any time.

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

Marketing information

We would like to send you information about our services which may be of interest to you. If you agree to receive marketing, you may opt out at a later date. If you no longer wish to be contacted for marketing purposes, please email

Contacting us

For requests for information under the GDPR, please contact

If you have concerns about the way we handle your information, you can contact the Information Commissioner’s Office

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

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Using this Web Site

Updated 20 July 2016

By using this Web Site, you agree to the following conditions of use:

1. System Requirements

This Web Site is best viewed in Internet Explorer 11 or better.

If you find that you receive ‘buffering’ messages while trying to view videos, your connection isn’t fast enough. You should click ‘Pause’ on the video controls and wait for the progress bar to fill. When you click ‘Play’ the video should play successfully.

2. Browsing the Web Site without logging in

Visitors to this Web Site are granted permission to access all publicly available material published on the site, which may be reproduced free of charge in any format or medium provided it is reproduced accurately, is not used in a misleading context and is not reproduced for commercial gain, commercial redistribution, or third party commercial usage.

You may download the publicly available material featured on this Web Site onto storage media or to printer for non-commercial research, private study or in-house use only.

Where any of the copyright items on this site are being republished or copied to others, the source of the material must be identified and the copyright status acknowledged. The permission to reproduce copyright protected material does not extend to any material on this site, which is identified as being the copyright of a third party.

Authorisation to reproduce such material must be obtained from Academi Wales.

3. Browsing the Web Site while logged in

You can become a member if you work in the public service or third sector in Wales.

Members with login accounts are granted permission to access all relevant programme material published on the site, provided it is not used in a misleading context and is not reproduced for commercial gain, redistribution, or third party usage.

You may download programme material which is presented in PDF, Word, RTF, Zip, ODT, Excel or other formats onto storage media or to printer for non-commercial research or private study.

You may not record or otherwise store video or multimedia files located in the programme participants area of this web site except where such multimedia files are offered with a download option.

You must check any files you upload to this site using an up-to-date anti-virus program.

You may not use offensive or inappropriate language on any online forum which is part of this web site.

Academi Wales reserves the right to suspend member accounts without notice.

4. Virus Protection

We make every effort to check and test material for viruses. However, it is recommended that you run an anti-virus program on all material downloaded from the Internet. We cannot accept any responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst using material derived from this web site.

5. Disclaimer

Care is taken to ensure that the content on this web site is accurate. Nevertheless, this content is provided for general information only, and you use it at your own risk. Academi Wales will not be held liable for any damage or loss resulting from any act or omission resulting from the use of information on the web site.

6. Links to External Web Sites

Academi Wales is not responsible for the content or reliability of any linked web site.

Linking should not be taken as an endorsement of any kind and Academi Wales accepts no liability in respect of the content or for the consequences of following any advice included on such sites.

Academi Wales cannot guarantee that these links will work all of the time and has no control over the availability of the linked pages or change of site address.

Academi Wales reserves the right to reject or remove links to any web site if we find the site content inappropriate.

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Academi Wales Events

Updated 14 June 2016

By registering for an Academi Wales event, you agree to the following terms and conditions:

1. Eligibility

1.1 Academi Wales events are open to employees of:

  • Public service organisations in Wales
  • Further Education and Higher Education organisations in Wales
  • Third / Voluntary sector organisations in Wales

1.2 Participants from other organisations may be registered at the discretion of Academi Wales.

2. Applications & Bookings

2.1 Applications will be considered on receipt of a completed booking form.

2.2 Delegate places on events will be allocated on a first come, first served basis, unless there are eligibility or quota selection criteria in place for the event or programme. This will be clearly advertised. Delegates will receive confirmation of booking via e-mail.

2.3 Submission of a completed booking form does not guarantee a place.

2.4 Submission of a completed booking form indicates that the delegate and their line manager agree to these terms and conditions.

2.5 Telephone bookings will not be accepted.

3. Confirmation

3.1 Delegates will receive confirmation of booking via e-mail.

3.2 Joining instructions will normally be sent at least 10 working days before an event.

4. Fees

4.1 Delegate fees are payable as advertised.

4.2 Academi Wales does not generate a profit from ticket sales. Any fees charged will contribute to programme costs.

4.3 When invoicing is offered as a payment option for delegate fees, invoices and journal vouchers will normally be issued after the event, or in the case of a longer programme, once the first session has ended. The delegate must provide correct invoicing details during booking.

4.4 When PayPal is offered as a payment option for delegate fees, full payment is due during booking. Failure to pay means the delegate will not be eligible to attend the event.

4.5 Online registration and payments are handled by EventBrite and PayPal, who hold information pertaining to any transactions. Please refer to section 10 of our Privacy Policy for more information.

5. Cancellations and Refunds

5.1 Academi Wales endeavours to run events as advertised. We reserve the right to cancel events and offer a refund, or reschedule, without liability for consequential or indirect loss.

5.2 Delegates must confirm cancellations by email at least 10 working days prior to the event.

5.3 The following cancellation charges will apply to delegates:

Charged event Free event
Received cancellation 10 or more working days before event No fee No fee
Received cancellation 9 or fewer working days before event 100% of delegate fee £100 administration fee
Failure to attend event 100% of delegate fee £100 administration fee

5.4 If delegates cancel their place on a free event, giving less than 10 working days notice, or failing to attend the event, they and their line manager will receive an email notification and their organisation will be charged a £100 administration fee. Please see the table of charges in section 5.3 for more details.

5.5 If delegates cancel their place on a charged event, giving less than 10 working days notice, or failing to attend the event, they will not be eligible for a refund. Please see the table of charges in section 5.3 for more details.

5.6 Delegates may nominate a substitute person from their organisation, unless eligibility or quota selection criteria apply to the event. Doing so will avoid an administration fee. Substitute delegates must provide a completed booking form for their place to be accepted.

5.7 Academi Wales reserves the right to waive the administration fee in section 5.4 at our discretion.

5.8 Delegates should supply invoice contact details to Academi Wales on request.

5.9 Delegates who cancel or fail to attend twice or more within 12 months may have future bookings rejected.

6. Data Protection

6.1 We will handle your personal information in accordance with our Privacy Policy.

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Wales Coaching Network

Updated 1 December 2016

1. Principles

1.1 Coaching is about change and action - the coach’s role is to help the coachee become more personally effective.

1.2 The coachee is resourceful and motivated to resolve his or her ‘problem’.

1.3 The coach’s role is to optimise the coachee’s resourcefulness.

1.4 Coaching addresses the whole person – past, present and future.

1.5 The coachee sets the agenda.

1.6 The coach and coachee are equals – judgement is suspended.

1.7 The coach and coachee have a mutual obligation to each other in terms of confidentiality, trust and commitment. This is key to the relationship.

2. Code of Conduct

Both parties agree to the following:

2.1 To agree a learning contract at the beginning of the relationship, including the overall objective, learning styles, communication methods, travel arrangements (if any), diary of sessions, review mechanism and where a fee is involved, the agreed rate and invoicing arrangements.

2.2 To meet physically or virtually for an initial ‘chemistry chat’ to agree the learning contract.

2.3 Subsequent coaching sessions should have a maximum duration of two hours, equating to a minimum of six hours coaching over the duration of the relationship, unless extended by mutual consent.

2.4 The relationship will last until the agreed closing date or until there is a natural end.

2.5 To keep all agreed appointments and/or to reschedule alternative appointments within five working days of the original appointment or as agreed between them.

2.6 To reserve and invest an appropriate amount of time for maintaining the relationship, including any preparatory and follow-up activity.

2.7 To ensure that all information about the content of a coaching session remains confidential, unless mutual consent is given in advance.

2.8 To ensure the place in which the coaching is conducted is appropriate i.e. comfortable, confidential, without distraction and if face to face, at a mutually agreed location.

2.9 To review the conduct of the coaching relationship at each meeting.

2.10 After the end of the agreed duration, review and agree whether or not to extend the coaching relationship.

2.11 To familiarise themselves with the online evaluation process prior to the first session and to complete this at the relevant times.

2.12 No fault termination of the coaching relationship where it is found not to be working effectively for either party, subject to prior open discussion.

2.13 Should a grievance arise, both parties agree to follow the approved grievance procedure.

3. Coach Standards

3.1 Coaches must either hold a recognised qualification equivalent to ILM Level 5 as a minimum, or be qualified by suitable experience. Decisions on suitability will be taken by the Academi Wales team or the relevant organisation's coaching lead. Appeals against these decisions may be submitted under section 5.

3.2 Coaches undertake to comply in their practice with a recognised coaching code of ethics e.g. Association for Coaching (AC) or the European Mentoring and Coaching Council (EMCC), and will indicate their agreement when updating their coach profile.

3.3 To support continuous professional development, coaches must seek an appropriate method of coaching supervision and be able to produce CPD records upon request.

3.4 Upon first appointment, coaches must provide two client references from coaching assignments they have undertaken in the past year.

4. Fees and Expenses

4.1 The list is free to access for all employees of public service and third/voluntary sector organisations in Wales. There is no charge for coaching provided.

4.2 Academi Wales accepts no responsibility or liability for costs incurred as a result of any coaching relationship arranged using this service.

5. Grievance Procedure

5.1 Every coach will abide by the Equal Opportunities Policy set out below.

5.2 Any representation on behalf of a coach or coachee must be submitted to the Director, Talent Management and Succession at Academi Wales within 4 weeks of the circumstances giving rise to the grievance.

5.3 Representations should be sent to The Academi Wales team will endeavour to acknowledge receipt of this message within two working days.

6. Equal Opportunities Policy

6.1 This policy sets out the aims and objectives of the Wales Coaching Network in maintaining and promoting equality of opportunity and the responsibilities of the coach, coachee and the Academi Wales team. The Academi Wales team on behalf of Welsh Government has given its full commitment to the adoption and promotion of the key principles and working arrangements of this policy.

6.2 Equality of opportunity is recognised by the Academi Wales team as a fundamental right of all users and by those who contribute to the development of the Wales Coaching Network.

6.3 No coach, coachee or contributor shall receive less favourable treatment on the grounds of race, religion, ethnic or national origin, gender, sexual orientation, gender identity, family circumstances, marital status or age.

6.4 Equality of opportunity is acknowledged by the Academi Wales team to be a positive benefit to learning and the purpose of the Wales Coaching Network.

6.5 Coaches and coachees are hereby made aware of their potential responsibilities for ensuring the promotion of this policy. They will be expected to be alert to actual or potential discriminatory practice by themselves and others involved in the Wales Coaching Network in any way. They will be expected to bring any such activity to the attention of the Academi Wales team.

6.6 Any practice which the Academi Wales team considers to be in breach of this policy may lead to action being taken against individual(s) including potential exclusion from the Wales Coaching Network.

6.7 All systems and processes shall be designed to support and comply with this policy.

6.8 Any coach, coachee or contributor has the right to raise formally any aspect of the Wales Coaching Network if they believe that they have been subject to discrimination or harassment.

6.9 Complaints will be dealt with in confidence, normally by the Director, Talent Management and Succession at Academi Wales. Where the complainant feels unable to raise the matter with the Director, Talent Management and Succession at Academi Wales, the complainant should approach the organisation employing the person subject to the complaint.

6.10 The Academi Wales team will, on a regular basis, monitor the implementation of this policy and the results of its application. It will consider regular reports of the application of the policy and any matter relating to equal opportunities related to the programme or its supporting activities.

6.11 The operation of this policy will be reviewed every year by the Academi Wales team and any agreed changes incorporated into a revised policy.

7. Feedback and Evaluation

7.1 Feedback will be sought from coaches, coachees and the coachees’ organisations, where appropriate, to identify whether the coaching experience has developed their learning and practice and the impact on improving services.

7.2 Coaches and coachees will offer suggestions and ideas for the development of the Wales Coaching Network.

7.3 The evaluation system will utilise the Kirkpatrick framework, looking at different levels of achievement and benefit to individuals and the organisation.

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