Your privacy matters to us

The Meet In Wales team at the Welsh Government, respect and wish to protect the privacy of the users of our services. The privacy notices below set out the details in relation to information collected.

Meet In Wales Marketing Newsletter Privacy Notice

Business Clients of Wales

Meet In Wales Industry Partners

Meet In Wales Industry Partners Newsletter

Welsh language notices

Cwrdd yng Nghymru – Partneriaid Diwydiant Croeso Cymru

Cwrdd yng Nghymru – Hysbysiad Preifatrwydd Cylchlythyr y Diwydiant

Meet In Wales marketing newsletter privacy notice

Here at Meet in Wales, Visit Wales we take your privacy seriously. Visit Wales is the tourism marketing department of the Welsh Government.

If you sign up to the Meet in Wales newsletter then we will only use your personal information to administer your account and to provide the products and services you have requested from us.

We will send you news and information that we feel will be of interest to you from time to time about Wales as a business events destination including new venues, itineraries, team building ideas and events you may be interested in depending on your role, company type and location.

You are always free to unsubscribe at anytime by clicking the unsubscribe link in any email you receive from us or you can email us at meetinwales@gov.wales or contact the visit Wales contact centre on Freephone when calling within the UK and ROI on 0300 061 6094 during opening hours between 09:00 and 17:00 Monday to Friday except for Christmas Day, Boxing Day and New Year's day.

Following industry standard practice when you unsubscribe your email address will be retained on a system suppression list to ensure you no longer receive emails from Visit Wales. We regularly refresh our mailing list and will remove your details from our system if you do not open any of our emails sent to you over a three year period.

If you have any concerns with how your personal data is being processed you can contact the Welsh Government Data Protection Officer:

Data Protection Officer
Welsh Government
Cathays Park
CARDIFF
CF10 3NQ

Email address: DataProtectionOfficer@gov.wales

You can also lodge a complaint with the Information Commissioners Office (ICO) who are the supervisory authority for data protection in the UK:

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

Telephone – Helpline: 029 2067 8400 (Wales Helpline) or 0303 123 1113 (UK Helpline)

Website: www.ico.org.uk

Meet In Wales business clients

You become a business client of Visit Wales when you visit a Wales stand at events and provide us with a business card or allow us to scan your exhibitor badge, contact Visit Wales to express an interest in a familiarisation visit to Wales, have self registered as an operator on our website or you are requesting more information or advice from Visit Wales. The information that you provide to us is collected and processed in the ways outlined below. This information is processed as part of the Welsh Governments Public Task. Our function as a department in the Welsh Government is to market and promote Wales to the UK and overseas as a business events friendly destination. A core part of our function is to facilitate, promote and aid in selling the business events products and services in Wales. Where you have expressed an interest or requirement for Wales’s products and services outlined in the ways above, Visit Wales works to facilitate business and in order to do this we will collect the following personal information:

• Buyer name and job title
• Telephone number and email address of the buyer or named contact and contact names of a relevant colleague e.g. the Product Manager who handles Wales specifically.

We will securely store your details in a CRM system and process your data in the following ways:

• To directly follow up with you by email on information discussed at an appointment or at events where you met with a Visit Wales representative
• Effectively and efficiently track and record all communications and interactions with you in order to better assist and help you with your Wales business enquiries
• All enquiry forms will be saved on a secured online server as evidence that a meeting took place between the two parties
• Where your enquiry is covered by an on territory marketing manager either working for, or representing Visit Wales, your details will be securely passed to them to manage your enquiry
• To be assessed for eligibility for a familiarisation trip to Wales
• All familiarisation visit expression of interest forms will be kept on a secured server regardless of the decision 
• Where you have been accepted for a familiarisation visit to Wales and the itinerary is in place we will pass the details to the Visit Wales industry partners and 3rd party contractors  who are involved in order to facilitate bookings
• We will send you a post familiarisation visit survey.  Data gathered will be used to influence future locations that are used for trips
• We will contact you to track any business that has resulted from your familiarisation visit
• After first contact with you, we will send you an automated email invitation to sign up to our e-newsletter. It will ask you to opt in to our communications. For more information on how we process this data, please read the newsletter section. If you do not opt in to this automated email then you will not be sign up to receive our quarterly communications about Wales. 
• We will pass your company details to a third party research company in order to provide annual research statistics and information to the Welsh Government which will influence policy and future planning

Due to the high value and high resource nature of events and familiarisation visits for public spend means that Visit Wales as part of the Welsh Government has a vested interest and legal obligation to collect and process your information in the above way. 

All information will be kept for 20 years after the last contact we have had with you. As it is a legal obligation for Visit Wales as part of the Welsh Government to hold this information we will keep a record of company contact for the above retention period however, where it is possible, we will remove information of any individual working within the company. 

You have the right to access the personal data we are processing about you, rectify inaccuracies, in certain circumstances object to processing or erasure of your data and lodge a complaint.  We will update your personal details as you provide us with new information. 

You can find out what information Visit Wales has stored about you and your company at any time by emailing meetinwales@gov.wales.

If you have any concerns with how your personal data is being processed you can contact the Welsh Government Data Protection Officer:

Data Protection Officer
Welsh Government
Cathays Park
CARDIFF
CF01 3NQ

Email address: DataProtectionOfficer@gov.wales

You can also lodge a complaint with the Information Commissioners Office (ICO) who are the supervisory authority for data protection in the UK:

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

Telephone – Helpline: 029 2067 8400 (Wales Helpline) or 0303 123 1113 (UK Helpline)

Website: www.ico.org.uk

Meet In Wales industry partners

When you register to become a Visit Wales industry partner either by:

• Signing up to the Meet In Wales industry newsletter
• Booking as a partner on a Visit Wales stand at our business to business events or on a Wales stand at supplier events 
• Supply services for familiarisation visits
• Self register as a Wales supplier for business events on our website

We collect personal information from you. This information is required for the purposes of the exercise of our official authority. Our function as a Welsh Government is to market and promote Wales to the UK and overseas as a business events friendly destination. A core part of our function is to facilitate, promote and aid in selling the business events products and services in Wales, in so doing promoting Welsh businesses. Therefore the personal information we will collect includes:

• Your name and colleague names e.g. additional delegates
• Contact telephone number, email address and emergency contact information 

We process this personal information in the following ways:

• In order to fulfil bookings on the stands or to fulfil familiarisation visit bookings and handle business requests
• To inform and give you the opportunity to be a Visit Wales Industry Partner at future events that Visit Wales are attending 
• Following events or meetings with potential Wales business clients, a member of Visit Wales will contact you with any follow up enquiries from events relevant to your company 
• If you have attended a Business-to-Business event with us, we will send you a post event survey to complete, which will be used to influence future decisions for Visit Wales attending events
• We will use the details to measure and track business developed which is directly associated with event attendance or familiarisation visit inclusion
• We will provide your details to PR companies in order for them to gain as much publicity opportunities for your company in order to improve the perception of Wales for business events. 
• We will provide your details on to potential business clients interested in bringing business to Wales
• If Meet In Wales is using an event management company to arrange Wales’ attendance at events or to arrange familiarisation visits, your details will be provided to an assigned contact for Visit Wales at the event management company in order to liaise with you around the planning and pre event details needed for the event.  
• Unless other arrangements have been made with the Welsh Industry the above companies will destroy personal data at the end of the contract terms. 
• We will pass your company details to a third party research company in order to provide annual research statistics and information to the Welsh Government which will influence policy and future planning

If Visit Wales is not the main event organiser then your information will be passed to third party event organisers and stand holders to fulfil bookings; this will be stated on event booking forms. Where you, as a Visit Wales industry partner, have agreed to be included in a familiarisation visit either run by Visit Wales or a third party contractor/ organiser then we will pass on your contact details in order to fulfil bookings. No personal information about individuals working in companies will be shared with any 3rd party organisation that is not associated with the work being carried out by Visit Wales as detailed above. 

We will hold the details on a secured server for 10 years after the last contact had with you. Visit Wales as part of the Welsh Government has a legal obligation to keep audit trails of Wales industry partners who attended events which will be used as evidence on attendance by the industry when providing reports to support and identify the value on public spend which are/ or could be in the public interest.

You have the right to access the personal data we are processing about you, rectify inaccuracies, in certain circumstances object to processing or erasure of your data and lodge a complaint.  We will update your personal details as you provide us with new information. 

You can find out what information Visit Wales has in relation to you and your business by emailing meetinwales@gov.wales

If you have any concerns with how your personal data is being processed you can contact the Welsh Government Data Protection Officer:

Data Protection Officer
Welsh Government
Cathays Park
CARDIFF
CF01 3NQ

Email address:  DataProtectionOfficer@gov.wales

You can also lodge a complaint with the Information Commissioners Office (ICO) who are the supervisory authority for data protection in the UK:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone – Helpline: 029 2067 8400 (Wales Helpline) or 0303 123 1113 (UK Helpline)

Website: www.ico.org.uk

Meet In Wales industry partners newsletter

Here at Visit Wales, Meet In Wales, we take your privacy seriously. Visit Wales is the tourism marketing department of the Welsh Government.

If you sign up to the industry Meet In Wales newsletter then we will only use your personal information to administer your account and to provide the products and services you have requested from us.

We will send you updates about business events in Wales including general updates, plans, event and exhibitions, familiarisation visits and industry meeting invitations you may be interested in depending on your role, company type and location.

You are always free to unsubscribe at anytime by clicking the unsubscribe link in any email you receive from us or you can email us at meetinwales@gov.wales or contact the visit Wales contact centre on Freephone when calling within the UK and ROI on 0300 061 6094 during opening hours between 09:00 and 17:00 Monday to Friday except for Christmas Day, Boxing Day and New Year's day.

Following industry standard practice when you unsubscribe your email address will be retained on a system suppression list to ensure you no longer receive emails from Visit Wales. We regularly refresh our mailing list and will remove your details from our system if you do not open any of our emails sent to you over a three year period.

If you have any concerns with how your personal data is being processed you can contact the Welsh Government Data Protection Officer:

Data Protection Officer
Welsh Government
Cathays Park
CARDIFF
CF10 3NQ

Email address: DataProtectionOfficer@gov.wales

You can also lodge a complaint with the Information Commissioners Office (ICO) who are the supervisory authority for data protection in the UK:

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

Telephone – Helpline: 029 2067 8400 (Wales Helpline) or 0303 123 1113 (UK Helpline)

Website: www.ico.org.uk

Cwrdd yng Nghymru – partneriaid diwydiant Croeso Cymru

Pan fyddwch yn cofrestru i fod yn un o bartneriaid diwydiant Croeso Cymru naill ai drwy:

• Gofrestru i dderbyn cylchlythyr Cwrdd yng Nghymru i’r diwydiant
• cofrestru fel partner ar stondin Croeso Cymru yn ein digwyddiadau busnes i fusnes neu ar stondin Cymru mewn digwyddiadau ar gyfer cyflenwyr, 
• cyflenwi gwasanaethau ar gyfer ymweliadau ymgyfarwyddo 
• hunan gofrestru ar ein gwefan fel cyflenwr o Gymru ar gyfer digwyddiadau busnes, 

Gallwn ofyn ichi am wybodaeth bersonol. Mae angen yr wybodaeth hon arnom er mwyn arfer ein hawdurdod swyddogol. Ein swyddogaeth fel Llywodraeth Cymru yw masnachu a hyrwyddo Cymru i'r diwydiant teithio yn y DU a thramor fel cyrchfan cyfeillgar i ddigwyddiadau busnes. Un o brif elfennau ein swyddogaeth yw hwyluso, hyrwyddo a chynorthwyo’r ffordd y caiff cynhyrchion a gwasanaethau digwyddiadau busnes eu gwerthu yng Nghymru, a thrwy wneud hynny, hyrwyddo busnesau Cymru ar yr un pryd. Felly, bydd yr wybodaeth bersonol y byddwn yn ei chasglu yn cynnwys:

• Eich enw ac enwau eich cydweithwyr, er enghraifft cynrychiolwyr ychwanegol
• Rhif ffôn cyswllt, cyfeiriad e-bost a gwybodaeth am gysylltiadau mewn argyfwng

Byddwn yn prosesu'r wybodaeth hon at y dibenion a ganlyn:

• Er mwyn cymryd archebion ar stondinau digwyddiadau neu i drefnu ymweliadau ymgyfarwyddo ac i ymdrin â cheisiadau busnes
• I roi cyfle ichi fod yn Bartner Diwydiant Croeso Cymru mewn digwyddiadau yn y dyfodol y bydd Croeso Cymru yn rhan ohonynt
• Yn dilyn digwyddiadau neu gyfarfodydd gyda darpar gleientiaid o Gymru, bydd aelod o Croeso Cymru yn cysylltu â chi i drafod unrhyw ymholiadau sy'n deillio o ddigwyddiadau sy'n berthnasol i'ch cwmni chi
• Os ydych wedi bod i un o'n digwyddiad Busnes i Fusnes, byddwn yn anfon arolwg ar ôl y digwyddiad atoch i'w lenwi a fydd yn cael ei ddefnyddio i lywio unrhyw benderfyniadau yn y dyfodol sy'n ymwneud â digwyddiadau y bydd Croeso Cymru yn rhan ohonynt
• Byddwn yn defnyddio'r manylion i fesur a chadw llygad ar ddatblygiad busnesau sy'n gysylltiedig yn uniongyrchol â'r niferoedd sy'n mynd i ddigwyddiadau neu gymryd rhan mewn ymweliadau ymgyfarwyddo
• Byddwn yn rhoi eich manylion i gwmnïau cysylltiadau cyhoeddus fel y gallant sicrhau cymaint â phosibl o gyfleoedd i roi cyhoeddusrwydd i’ch cwmni, gan godi proffil Cymru o fewn digwyddiadau busnes
• Byddwn yn rhoi eich manylion i ddarpar gleientiaid busnes sy’n dangos diddordeb mewn dod â busnes i Gymru.
• Os bydd Cwrdd yng Nghymru yn defnyddio cwmni rheoli digwyddiadau ar gyfer trefnu presenoldeb o Gymru mewn digwyddiadau neu i drefnu ymweliadau cyfarwyddo, caiff eich manylion eu rhoi i berson cyswllt penodol ar gyfer Croeso Cymru yn y cwmni rheoli digwyddiadau fel y gall drafod â chi fanylion y gwaith cynllunio ymlaen llaw y mae gofyn ei wneud.
• Oni bai fod trefniadau eraill wedi’u gwneud â Diwydiant Cymru bydd y cwmnïau uchod yn gwaredu unrhyw ddata personol pan ddaw’r contract i ben.
• Byddwn yn rhoi manylion eich cwmni i gwmni ymchwil trydydd parti er mwyn darparu ystadegau ymchwil blynyddol a gwybodaeth i Lywodraeth Cymru. Bydd hyn oll yn llywio polisïau a chynlluniau yn y dyfodol.

Os nad Croeso Cymru yw prif drefnydd y digwyddiad, bydd eich gwybodaeth yn cael ei rhoi i drefnwyr digwyddiadau a stondinwyr trydydd parti i gymryd archebion; caiff hyn ei nodi ar ffurflenni archebu digwyddiadau. Os ydych chi, fel partner diwydiant Croeso Cymru, wedi cytuno i gael eich cynnwys mewn ymweliad ymgyfarwyddo a gynhelir naill ai gan Croeso Cymru neu gontractiwr/trefnydd trydydd parti, byddwn yn trosglwyddo eich manylion cyswllt er mwyn trefnu archebion. Ni fydd unrhyw wybodaeth bersonol am unigolion sy'n gweithio mewn cwmnïau yn cael ei rhannu gyda sefydliad trydydd parti nad yw'n gysylltiedig â'r gwaith a wneir gan Croeso Cymru, fel y nodir uchod.

Byddwn yn cadw'r manylion ar weinydd diogel am ddeng mlynedd ar ôl y dyddiad y cysylltwyd â chi ddiwethaf. Mae rhwymedigaeth gyfreithiol ar Croeso Cymru, fel rhan o Lywodraeth Cymru, i gadw trywydd archwilio o bartneriaid Cymru sy'n mynd i ddigwyddiadau. Bydd y diwydiant yn defnyddio'r wybodaeth hon fel tystiolaeth o bresenoldeb wrth ddarparu adroddiadau i gyfiawnhau a nodi gwerth ar wariant y cyhoedd. Gallai hynny fod o fudd i’r cyhoedd.

Mae gennych yr hawl i weld y data personol yr ydym yn eu prosesu amdanoch, i gywiro unrhyw wallau, mewn rhai amgylchiadau i wrthwynebu eu prosesu neu ddileu eich data, ac i gyflwyno cwyn. Byddwn yn diweddaru eich manylion personol wrth ichi roi gwybodaeth newydd inni.

Gallwch ddysgu mwy am ba wybodaeth sydd gan Croeso Cymru amdanoch chi a'ch busnes drwy anfon e-bost i meetinwales@gov.wales

Os oes gennych unrhyw bryderon ynghylch sut rydym yn trin eich data personol, cewch gysylltu â Swyddog Diogelu Data Llywodraeth Cymru:

Swyddog Diogelu Data
Llywodraeth Cymru
Parc Cathays
CAERDYDD
CF01 3NQ
Cyfeiriad E-bost: DataProtectionOfficer@llyw.cymru

Cewch hefyd anfon cwyn at Swyddfa’r Comisiynydd Gwybodaeth, yr awdurdod goruchwylio ar gyfer diogelu data yn y DU:

Swyddfa’r Comisiynydd Gwybodaeth
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Ffoniwch - Llinell gymorth 029 2067 8400 (Llinell Gymorth Cymru) neu 0303 123 1113 (Llinell Gymorth y DU) 
Gwefan: https://ico.org.uk/about-the-ico/other-languages/welsh/gwybodaeth.org.uk

Cwrdd yng Nghymru – hysbysiad preifatrwydd cylchlythyr y diwydiant

Rydym ni, sef tîm Cwrdd yng Nghymru Croeso Cymru, yn ystyried bod eich preifatrwydd yn fater pwysig. Croeso Cymru yw’r adran o fewn Llywodraeth Cymru sy’n gyfrifol am farchnata twristiaeth.

Os byddwch yn cofrestru i dderbyn cylchlythyr Cwrdd yng Nghymru i’r diwydiant ni fyddwn ond yn defnyddio eich gwybodaeth bersonol ar gyfer gweinyddu eich cyfrif a sicrhau eich bod yn derbyn y nwyddau a’r gwasanaethau yr ydych wedi gofyn amdanynt gennym. 

Byddwn yn anfon y newyddion diweddaraf atoch am ddigwyddiadau busnes yng Nghymru, gan gynnwys diweddariadau cyffredinol, cynlluniau, manylion am ddigwyddiadau ac arddangosfeydd, ymweliadau cyfarwyddo a gwahoddiadau i gyfarfodydd y diwydiant y gallech fod â diddordeb ynddynt, gan ddibynnu ar eich swydd, natur eich cwmni a’ch lleoliad.  

Mae croeso ichi ddatdanysgrifio ar unrhyw adeg drwy glicio ar y ddolen ddatdanysgrifio mewn unrhyw e-bost a anfonwyd gennym neu drwy anfon e-bost at meetinwales@gov.wales. Cewch hefyd gysylltu â chanolfan cyswllt Croeso Cymru am ddim yn y DU a Gweriniaeth Iwerddon ar 0333 006 3001 yn ystod yr oriau agor rhwng 09:00 a 17:00, dydd Llun i ddydd Gwener, ar wahân i Ddydd Nadolig, Gŵyl San Steffan a Dydd Calan.

Gan ddilyn arferion safonau y diwydiant, os byddwch yn datdanysgrifio caiff eich cyfeiriad e-bost ei gadw ar restr atal i sicrhau na fyddwch mwyach yn cael e-byst gan Groeso Cymru. Rydym yn diweddaru’n manylion cyswllt yn rheolaidd a byddwn yn tynnu’ch manylion oddi ar ein system os nad ydych yn agor unrhyw e-byst gennym dros gyfnod o dair blynedd.

Os oes gennych unrhyw bryderon ynghylch sut rydym yn trin eich data personol, cewch gysylltu â Swyddog Diogelu Data Llywodraeth Cymru:

Swyddog Diogelu Data 
Llywodraeth Cymru
Parc Cathays
CAERDYDD
CF10 3NQ

Cyfeiriad e-bost DataProtectionOfficer@llyw.cymru

Cewch hefyd anfon cwyn at Swyddfa’r Comisiynydd Gwybodaeth, yr awdurdod goruchwylio ar gyfer diogelu data yn y DU:

Cyfeiriad Swyddfa’r Comisiynydd Gwybodaeth 

Wycliffe House 
Water Lane
Wilmslow
Cheshire
SK9 5AF

Llinell Gymorth 029 2067 8400 (Llinell Gymorth Cymru) neu 0303 123 1113 (Llinell Gymorth y DU) 
Gwefan www.ico.org.uk