Lunch and Learn – Webinar examining Bid Rigging Risks in Public Procurement

Cost: Free

Summary

Cyd, supporting public procurement and commercial capability across Wales, is pleased to be hosting the Competition and Markets Authority (CMA) to deliver a Lunch and Learn webinar examining the risks of bid rigging in public procurement, and how public bodies can identify and respond to cartel behaviour. With approximately £11.4 billion spent annually on public procurement in Wales, the session will support public sector organisations to protect fair competition, secure value for money and comply with competition and procurement law.

Privacy Notice – Capability Event Recordings

The Welsh Government supports a range of procurement capability development programmes, including organising and promoting events to build knowledge and skills across the Welsh public sector procurement profession.

Events may include presentations from Welsh Government or external speakers, PowerPoint presentations, and question‑and‑answer sessions. All events will be recorded to support knowledge sharing and service improvement.

As part of this, your image and/or voice may be captured during a recording.

Participation in these meetings will include the Welsh Government, acting as the data controller, processing your personal data. This will be done under our public task and the official authority granted to us. Your information is essential for participating in the event. If you fail to provide this information, we may not be able to ensure your participation.

A data controller determines how and why personal data can be processed. This privacy notice gives you general information on how we handle your data when registering to attend formal and informal events.

What personal data do we hold and where do we get this information?

Personal data is defined under the General Data Protection Regulation (GDPR) as ‘any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier’.

Registration for the events coordinated by us will be available via, Business Wales. Business Wales will collect your personal information, specifically name, email address and organisation and share your information with us to enable us to manage your request to attend the event. Details on how Business Wales collect your personal information through registration can be viewed by clicking here.

Alternatively, you may be provided with a link to a Microsoft Tool via email to join the event.

We will record all events. Attendees will be made aware of the recording prior to the recording commencing. Event recordings may be hosted on Welsh Government platforms or publicly accessible platforms such as YouTube and Linking.  Names of attendees will be captured in the recordings. Where platforms process data outside the UK, appropriate safeguards are in place in line with UK GDPR

In addition, we will collect personal data via Q & A open comments questions if respondents provide information that could identify them. This information will be visible to all attendees unless you engage via the anonymise options. These comments/questions will be captured in the transcript.

We will use your personal information supplied at registration to request post course feedback. Feedback will be requested through our survey software ‘Smart Survey’ where respondents will be asked to provide their names and contact details. By providing your personal information you are consenting to us using your information to obtain further feedback in relation to the information you have provided. Provision of your contact information within the Survey, is entirely voluntary. 

We may also use your personal information to contact you about future events of a similar nature. By providing your personal information, you consent to us contacting you for this purpose.

  You can withdraw your consent and opt out of future communications at any time by contacting the Welsh Government using the contact details set out in the Further Information section below.

  Additional information we collect

We do use survey software from time to time that allows respondents to save and return to a survey, so they do not have to complete a survey in one go. If you select ‘save and continue later’, the software will ask your name and email address so that a unique link is generated and emailed to you so you can go back and complete the survey at a convenient time. This information is only retained by the software so you can re-access the survey.  It is never made available as part of your survey response and is inaccessible to the Welsh Government’s Commercial Procurement Capability Team. This information is then deleted in line with the software’s data retention procedures (i.e., survey data is deleted at the end of the user group and then purged from the software after 30 days).

Questions asked in our feedback surveys do not specifically request any personally identifiable information. If any of your responses provide us with personally identifiable information, then this will be redacted from all reporting.

What is the lawful basis for using your personal data?

Attendance at the event and necessary event administration is conducted under Article 6(1)(e) (public task).

Contacting you about future events or opportunities of a similar nature and requesting post‑event feedback where contact details are used, is based on your consent under Article 6(1)(a).

Registration for the event, participation in feedback and agreeing to receive future communications is completely voluntary. However, your participation, views and experiences are important to support capacity building, inform improvement and the provision of our services.

How secure is your personal data and who do we share your information with?

Personally identifiable information shared on registration will be held by the Welsh Government’s Commercial Procurement Capability Team and will only be accessed by staff members within this division to share communications with regards to our services. Any information provided is stored on a protected area of iShare (Welsh Government’s internal document management system).

Recordings may be hosted on Welsh Government platforms or publicly accessible platforms such as YouTube or LinkedIn to maximise accessibility, knowledge sharing and transparency. If captured in the recording your name will be displayed in the uploaded recording and will be available to the public.

Where third‑party systems are used (such as Business Wales, Microsoft tools, or Smart Survey), they act as data processors on behalf of the Welsh Government and are required to process personal data securely and in line with UK GDPR.

Feedback Survey Reporting

When reporting findings from the feedback we receive, the team will ensure that no information is provided that could be used to identify individual participants. All data gathered through our surveys will be reported in an anonymised format.

How long do we keep your personal data?

We will retain your name, email address and organisation name for future related events. This personal  data will be retained for the duration of the Capability Programme and will be deleted three months after the programme ends if applicable.

If you do not wish for your details to be retained for this purpose please contact us via the email address detailed in the Further Information section below.

During the event we will use Microsoft tools for transcription purposes, this transcript will be used as a record of the information provided during the event. We retain transcripts for up to three years to support knowledge sharing, evaluation of training impact, and for audit purposes. Content that is no longer relevant will be reviewed and removed earlier where appropriate

We retain event recordings for up to three years to support knowledge sharing, evaluation of training impact, and audit purposes. Content that is no longer relevant will be reviewed and removed earlier where appropriate

Individual rights

• Under UK GDPR, you have the following rights in relation to the personal information we hold about you: 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.

 

Further Information

If you have any further questions about how the data provided as part of this work will be used by the Welsh Government or wish to exercise your rights using the General Data Protection Regulation, please contact:

Name   : Commercial Capability Team

E-mail address:  CommercialCapability@gov.wales

 

The Welsh Government’s Data Protection Officer can be contacted at:

Welsh Government, Cathays Park, Cardiff, CF10 3NQ, Email: DataProtectionOfficer@gov.wales

  The contact details for the Information Commissioner’s Office are:

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Phone: 01625 545 745 or 0303 123 1113. Website: www.ico.gov.uk

For the way Welsh Government handles your information, see here. If you book a place on a Business Wales or Welsh Government event, we may use the information you provide to offer you personalised or local services, to notify you of changes to our service, to ask your opinions and to help us to improve our services.

Websites that we link to are likely to have Terms and Conditions that are different from ours. Do not assume that our Terms and Conditions apply to other websites.

The information you provide as part of the booking will be retained for up to 7 days after the event has ended.