We use your personal data to communicate and engage with you in a number of ways, including via emails, e-newsletters, events, surveys, photography/filming and responding to media enquiries
Where we obtain your information
We collect your information when you sign up for the newsletter, register to attend an event, attended an event, or contact us for a media enquiry.
What personal information we collect
For the newsletter, we need your name and email address. We may also use your job role and place of work for targeted communication.
If you wish to attend one of our events, we'll ask you to provide your contact information, your organisation’s name, any access requirements you have, whether you are a Welsh speaker or not, and if relevant to the event, if you have any dietary requirements.
We may commission photography and/or filming for use in our internal and external promotional material. We also record events with the aim of sharing with those unable to attend our events or who may wish to watch again. Where external photographers/videographers are used, the EWC is the data controller.
If you are a member of the press or media, and you contact us via email with an enquiry, we will capture your name and your organisation, to monitor the queries we receive. If you contact us over the phone, we’ll take your name and number and a contact email address and, where relevant, the name of the organisation you represent.
How we use your information
We issue both our stakeholder newsletter (EWC News) and registrant newsletter (MyEWC) up to four times per year. We may also issue emails with information about events you may be interested in to both our registrants and stakeholders. We use Email Blaster to issue e-newsletters and event invitations/reminders. For further information, please see Email Blaster’s privacy notice.
When you register to attend one of our events, we use the information provided to facilitate the event and provide you with an acceptable service. We also need this information so we can respond to any queries you may have. We don’t share this information in any identifiable way with the venue, and we delete it after the event. You are given the option to opt-in which consents to us keeping your details for future use. If you would like to opt out of this at any point, please contact
We may issue reminder emails to you before the event. We may also request feedback from you after the event. This will be via an email. We will not require any personal details from you in this case. We do not publish delegate lists for events. We currently use Ticket Source to manage our booking system, and Zoom to run our online events. For further information, please see the Zoom privacy notice and Ticket Source's privacy notice.
Images may be published in print, electronically, and on the internet/intranet, including on the EWC and Educator Wales social media accounts. For information on how Educators Wales processes your data, see the Educators Wales privacy notice. It is possible for people to share posts from social media or save images from the EWC social media accounts and re-use them. We keep images for as long as it is necessary and useful for core business purposes. When this time has been reached, images are securely destroyed.
We collect information for media releases in order to respond to any queries we receive. We need to keep a record of who we have spoken with and what has been asked for/provided. If we can’t answer your query/request over the phone, we’ll need your contact information for our response.
Why our use of your personal data is lawful
Our purpose for collecting the specified information is so we can facilitate events and provide you with an acceptable service. The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the UK GDPR. When we collect any information about dietary or access requirements, we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. Photography/filming at events will be also be managed on a consent basis.
The Education (Wales) Act 2014 (and any subsequent amendments) and associated regulations or legislation, sets out our functions and the information we may hold. We collect this information so we can provide you with a service and let you know about upcoming events.
If you subscribe to our newsletter for stakeholders, EWC News, we rely on your consent under article 6(1)(a) of the UK GDPR as the legal basis for processing your personal data. We may also rely on public interest as the lawful basis for using your contact details for the purpose of sending out newsletters or notifying you of events as we have a legal duty to support the learning and development of registered persons.
The legal basis we rely on for processing your personal data is public task, under article 6(1)(e) of the UK GDPR, however, we will make reasonable efforts to inform people that photography/filming is taking place. Notices (for example via email/Ticket Source/posters etc.) will be published to indicate that photography/filming is taking place. You have the right not to appear in an identifiable way in photography/filming and can arrange this by contacting the EWC communications team or the Data Protection Officer. However, if there is no way to ensure that you will not appear in the photography whilst at an event, it may result in you choosing not to attend the event.
For media enquiries we only use your personal information to respond to you and will make a record of our communications with you, both verbal and written. We’ll also use your contact information to send you our media releases. The legal basis we rely on for processing your personal data is public task, under article 6(1)(e) of the UK GDPR.