Photographs for security pass production: privacy notice

The Welsh Government is implementing a new automated access control system.  As part of the implementation, we need to collect up-to-date photographs from all building users to bulk print new security passes. As part of this process, via GOV.UK Forms we will collect a photograph of you to enable production of your pass.

This privacy notice explains how your personal data will be used in relation to this activity.

The privacy notice for GOV.UK Forms collecting the information on our behalf can be accessed at GOV.UK Forms.

This notice applies to holders of Welsh Government building security passes.

We will collect and process a digital photograph, your name and building user status e.g. staff, contractor, tenant.

We require this information to create your security passes, support the access control system, and to ensure safety and security of building users.

The information will only be used for printing the security pass and related security purposes.

The information will be first processed by GOV.UK Forms for the purpose of collection and sending to Welsh Government.  We will then share the information with Esotec Ltd, who will use it solely to produce your pass. 

Your information will be deleted by Esotec and GOV.UK Forms once Welsh Government has confirmed receipt of the security pass. Ongoing processing of security pass information is included in the staff facing privacy notice.

Processing is necessary for the performance of a task carried out in the public interest and for employment purposes.

You have rights including access, rectification, objection, erasure in certain circumstances, and to complain to the ICO.

The Welsh Government is committed to handling your personal data safely, securely and only for as long as we need. 

If you have any concerns about how we use your personal data, we encourage you to raise them with the relevant team in the first instance. 

You can also contact the Data Protection Officer by emailing DataProtectionOfficer@gov.wales or writing to the DPO at: 

Welsh Government 
Cathays Park
Cardiff 
CF10 3NQ

If you wish to make a formal complaint about how the Welsh Government has processed your personal data, you can complain about Welsh Government.

We will acknowledge your complaint and respond within an appropriate timescale, in line with data protection legislation and our complaints process.