Committee’s Privacy Notice - Addendum

The Finance Committee has agreed to accept oral responses to its consultation on the post-legislative review of the Public Services Ombudsman (Wales) Act 2019.

This Addendum sets out how we will handle any oral contributions. In particular, where the making of a voice recording results in processing additional to that set out in the substantive Senedd Committee’s Privacy Notice.

We will use the recording and transcription features within Microsoft Teams Premium to create both a recording and a transcript of the conversation to record your answers to the questions that appear in the online form. We are processing this information in this way in order to accurately record your response to the consultation’s questions.

The automated transcript will be used as the basis of your submission, which will be reviewed by staff supporting the committee to ensure it accurately reflects your oral submission. The reviewed version of the transcript (“contribution”) will be shared with you to provide an opportunity for you to make any comments prior to publication.

The contribution will be treated in the same way as all other written evidence submitted to the Committee, as outlined within the substantive privacy notice. It will be published in a manner depending on whether you are participating in a personal or professional capacity, as outlined within the privacy notice. Contributions will usually be publicly available on the consultation webpage.

We will retain a copy of the recording until the end of the current Senedd term when it will be securely deleted. The recording will be kept to ensure that the submission is an accurate reflection of the conversation that took place and the answers that you provided.

Our lawful bases for processing your personal data remain the same as the substantive privacy notice. By making an audio recording of your voice, we will process special category personal data. This is because a person’s voice is their biometric data, which is treated as special category personal data under the UK GDPR.

Special category data will be processed on the basis that it is necessary for reasons of substantial public interest (as provided for by Article 9(2)(g) of the UK GDPR, read in conjunction with paragraph 6 of Schedule 1 to the Data Protection Act 2018). It is in the substantial public interest to enable the Finance Committee to accept oral contributions in order to carry out its post-legislative review of the Public Services Ombudsman (Wales) Act 2019.

For information about how we will store your information, please see the substantive privacy notice. We will also use Microsoft’s artificial intelligence tools to process your information.