Demystifying Public Appointments workshops: privacy notice

The Public Appointments Team within the Welsh Government is delivering a series of ‘Demystifying Public Appointments’ workshops. As part of the preparation for these events, a web form is issued to attendees to capture key information in advance of the session. This includes individuals’ accessibility needs, language preferences, and other requirements to support their participation on the day.

When completing the form, attendees provide limited personal data, including their name and email address, which is submitted alongside their responses. This will be used for sending a joining link, reminders, and any relevant updates about the workshop.

The information collected is used solely to support the planning and delivery of the workshop. This ensures that appropriate arrangements can be made to meet attendees’ accessibility requirements, including any reasonable adjustments, dietary needs, or preferences relating to photography. Language preferences are also considered, including whether translation services are required, for example where 10% or more of attendees indicate a preference for Welsh.

Contact details are used to provide further information in advance of the workshop. Personal data provided will not be shared with other attendees, and communications will be managed securely to ensure that email addresses and personal information are not visible to others.

Where necessary to support accessibility requirements, relevant details may be shared with the host venue (for example, to arrange accessible parking or suitable facilities).

The Welsh Government is the data controller for the personal data collected through this process. The primary purpose of processing this information is to ensure the effective organisation and delivery of the workshop, including meeting participants’ needs and supporting inclusive access.

Information about attendees’ organisations may also be collected to support a balanced and representative mix of sectors at the event, contributing to a diverse and inclusive discussion.

The lawful basis for processing this data is:

• Article 6(1)(e) – Public task: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Welsh Government.

This approach aligns with the Governance Code on Public Appointments (October 2025), which states that appointments should be made on merit following fair and open competition, from the widest possible pool of candidates. It also emphasises the importance of diversity and public service. Increasing awareness and understanding of public appointments supports these principles by helping to attract a strong and diverse field of candidates that reflects the people of Wales.

The Code further highlights the role of the Commissioner for Public Appointments as an active advocate for diversity, working with governments and departments to encourage applications from individuals from a wide range of backgrounds.

Personal data collected for the workshop will be retained only for as long as necessary to deliver the event. Your personal data will be deleted shortly after the workshop has taken place, unless you have explicitly requested to join a mailing list

Where individuals choose to join a mailing list, their information will be processed under a separate privacy notice, which will be provided at that point.

The information collected will not be shared outside of the Welsh Government.

Under UK data protection legislation, you have the right to:

• access the personal data that the Welsh Government holds about you
• request the correction of inaccurate data
• (in certain circumstances) object to or restrict processing
• (in certain circumstances) request that your data is erased
• lodge a complaint with the Information Commissioner’s Office (ICO), the independent regulator for data protection

For further information about how your data is used, or to exercise your rights, you can contact: