Speaker’s Events Privacy Notice

Introduction - Why your personal information is being processed

This Privacy Notice sets out how the Northern Ireland Assembly Commission uses and protects the information we collect from you, or that you provide to us in relation to your attendance at an event organised by the Speaker’s Office on behalf of the Speaker.  

Please read this Notice to understand our views and practices regarding personal data we process.

For the purposes of the Data Protection Act 1998, the “data controller” is:

The Northern Ireland Assembly Commission,
Parliament Buildings,
Ballymiscaw,
Stormont Estate,
Belfast,
BT4 3XX.
Telephone (028) 90 521137

 

What is the lawful basis for processing your personal information?

Article 6 (page 36) of the General Data Protection Regulations sets out the legal basis for legitimate processing of personal data. For the Speaker’s Office, the legal basis is as follows:

‘(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes;’

 

What categories of personal data are being processed?

We collect and hold details of potential attendees at events hosted by the Speaker of the Northern Ireland Assembly. This may include:

Name: This may be used for registration lists, name badges (as appropriate) and security access.

Contact Details: This may be used to issue an invitation to a potential attendee or organisation and to contact the attendee or organisation in relation to the event.

Company/Organisation: This may be used to co-ordinate invitations and for registration lists.

Special Requirements: Information will be used to make any appropriate adjustments to the event for the individual.

Car Registration: Provided to Northern Ireland Assembly Security to allow for car park access.

Images: Images include photographs, video or streamed footage that may be taken at events. Such images may be used on the Assembly related websites, social media channels or publications.

Photographs may be taken at the event by an external photographer. We may share these with media organisations, including news outlets, with the prior consent of the Northern Ireland Assembly when necessary. The photographer’s privacy notice will be made available for information as to how they will use the images.

If you do not want to appear in any images, please contact a member of staff at the event.

It is envisaged that guests and other attendees may take photographs or film footage of the event including media organisations.  We are not responsible for the use that any other person or organisation makes, or may make, of any such images.

As Parliament Buildings is a public building on occasions there may be photography, filming or recording in the Great Hall or other public spaces such as the precincts of the building and that signage, clearly visible at the entrances to Parliament Buildings, will also notify visitors that this is the case.

 

Where do you get my personal data from?

Individuals and organisations provide personal data when responding to an invitation to attend a specific event.

If you are a third party providing attendee details you must make attendees aware of the Northern Ireland Assembly Commission Privacy Policy.

 

Is the personal information provided shared with anyone else?

Your personal data will be treated as strictly confidential and will only be shared with other sections within the Northern Ireland Assembly in the delivery of a Speaker’s event. Personal information will only be collected and used for the purpose it was provided. We may use images from events on our website or in printed and digital material in order to promote the work of the Northern Ireland Assembly. This may also include sharing images with media organisations, including news outlets, and partner organisations.

Where photos are taken or filming takes place the invitation will make this clear and state how the images will be used (ie. on social media, website, press etc). If you do not wish to appear in any images you should advise staff on arrival and they will advise you on how your requirement will be accommodated.

We will only share your data with a 3rd party outside of the NI Assembly with your consent.

 

How long is your personal information kept?

All personal data will be deleted after the event in line with our Retention and Disposal Policy.

Photographic images will be kept indefinitely (particularly images of historic value) as a legitimate business need to enhance and promote the work of the NI Assembly.

 

Your rights

  • You have the right to obtain confirmation that your information is being processed, and access to your personal data
  • You are entitled to have personal data rectified if it is inaccurate or incomplete
  • You have a right to have personal data erased and to prevent processing, in specific circumstances
  • You have the right to data portability, in specific circumstances
  • You have the right to object to the processing in specific circumstances
  • You have rights in relation to automated decision making and profiling

 

Changes to this Privacy Notice

This Privacy Notice will be reviewed and updated regularly. It was last updated on 2 April 2019.

 

How to contact us

If you want to request information about this Privacy Notice, email us at  speaker@niassembly.gov.uk   or write to:

Office of the Speaker,
Parliament Buildings,
Ballymiscaw,
Stormont Estate,
Belfast,
BT4 3XX.

 

How do you complain if you are not happy?

If you are unhappy with how any aspect of this privacy notice, or how the personal information is being processed, please contact the NI Assembly Information Standards Officer at:

Email: martina.dalton@niassembly.gov.uk

Tel: (028) 90521147

 

If you are still not happy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113

Email: casework@ico.org.uk

https://ico.org.uk/global/contact-us/

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