Member Bill Privacy Notice (to March 2018)

Valid from 21 February 2018 to 07 March 2018

Working with your con​sulta​tion response

The Assembly will make hard and electronic copies of the response you provide to a Member Bill consultation. 

These copies will be used by Assembly Members (including the Assembly Member in charge of the Bill), support staff and Assembly Commission staff, during the development of a Member Bill, promotion of the intended effect of the Bill, and subsequent scrutiny of the Bill. This processing is necessary to enable us to fulfil our functions as a legislature.

All copies will be stored securely, either on our ICT network (which includes third party cloud services provided by Microsoft. Any transfer of data by Microsoft outside of the EEA is covered by contractual clauses under which Microsoft ensure that personal data is treated in line with European legislation), or in our secure offices.

A Member developing a Bill is not obliged to accept your written evidence, nor to publish all or any part of it even if it has been accepted. This may occur where a submission is very long or contains material which is viewed as inappropriate to publish. 

Publication, ​​retention, and use of your consultation response

The Assembly may publish your consultation response, in full, on our website, which will mean the information is available via Internet search engines. This published, electronic version of your consultation response will be kept indefinitely on our secure internal ICT network and by The National Archives (TNA) in order to retain a historical record of the development of legislation. 

Please state clearly within your consultation response whether you are submitting it in an official or personal capacity. For evidence submitted in:

• an official capacity (e.g. as part of a job or other position you hold),  the published version of your consultation response will include your name and your contact information, and these details may also be used in other publications or publicity material, unless you state within your response that you wish these details to be removed. 

• a personal capacity, the published version of your evidence will include your name, but not your private contact details.

We may also use all or part(s) of the published version of your response in publications or publicity material relating to the Member Bill. For example, we may quote from your response:

• in the Explanatory Memorandum of the Member’s Bill, when it is introduced;

• in media releases intended to promote awareness of the effect of the Bill;

• in reports and other publicly available papers related to a committee’s scrutiny of the Bill, which are published on our website and distributed in hard copy to interested parties (with the electronic version being retained on our network and by TNA);

• in committee briefing papers, which are not routinely published, but are held indefinitely on our secure internal ICT network;

• on our website (which is archived indefinitely by TNA); and

• on other online channels (such as Twitter and YouTube) where information is retained and processed in line with the privacy policies of those individual processors. (the relevant privacy policies of those processors can be viewed on their respective websites). 

If you provide any information in your consultation response which you feel is not suitable for public disclosure, please indicate within your evidence which parts should not be published and give your reasons for this. We will consider this when publishing consultation responses or when dealing with any requests for information (please see below). If you have any questions about the kind of information which is suitable to be provided as written evidence, please contact the relevant official listed on the consultation document.

Con​​​tacting you

We will retain your contact details (on our secure internal ICT network) for the duration of the Fifth Assembly (i.e. until April 2021) so that we can:

• keep you up to date about the development of the Bill;

• ask you any necessary follow-up questions about your consultation response;

• discuss (if appropriate) whether you might wish to provide written or oral evidence in a Committee’s subsequent scrutiny of the Bill;

• send you a copy of the committee’s report at the end of the inquiry; and

• contact you about any follow-up work the committee might undertake in relation to their scrutiny of the Bill.

We will not contact you about other Assembly business beyond the development and scrutiny of the Member Bill. For information about following and participating in other Assembly business, please see our website, www.assembly.wales/business

Requests for in​formation made to the Assembly

In the event of a request for information being made under access to information legislation, it may be necessary to disclose all or part of the information that you provide. This may include information which has previously been removed by the Assembly for publication purposes. We will only do this if we are required to do so by law. 

Data contr​oller

The National Assembly for Wales Commission is the data controller of the information that you provide, and will ensure it is protected and used in line with data protection legislation. 

Your r​ights

If you would like to:

• engage any of the rights that you have under the legislation (such as the right of access);
• ask a question; or
• make a complaint about how your information has been used;

please contact the Assembly’s Information Governance Manager (Alison.Bond@assembly.wales). You can also make a complaint to the Information Commissioner’s Office (ICO) if you believe we have not used your data in line with the law. The ICO's contact details can be found on its website - www.ico.org.uk. 

Please note that some of these rights will not be enforceable until the General Data Protection Regulation applies in the UK on 25 May 2018