Esports Wales maintains a series of formal governance registers to ensure transparency, accountability, and compliance with our statutory, safeguarding, integrity, and good‑governance obligations. These registers provide assurance to members, funders, partners, and regulators that our organisation operates with openness and integrity.
Where appropriate, public versions or summaries of these registers are made available below. Sensitive or personal information is redacted in line with our Records Management, Data Protection, and Safeguarding policies.
Conflicts of Interest Register
We record all declared actual, potential, or perceived conflicts of interest to ensure decisions are made independently and free from personal influence.
The register includes:
- Director declarations
- Committee member declarations
- Updates made during the year
- Actions taken to manage conflicts
A redacted public version is published annually.
Public Register:
Annual Conflicts of Interest Register – [Year]
Board Attendance Register
Attendance at Board meetings is recorded to evidence good governance, accountability, and director engagement.
The register documents:
- Meetings scheduled
- Attendance and apologies
- Remote/in‑person attendance
- Annual attendance summaries
Public Register:
Board Attendance Summary – [Year]
Decision & Resolution Register
Esports Wales records key decisions made by the Board through meeting minutes, decision records, written resolutions, and urgent decisions made under delegated authority.
This ensures:
- Transparency of decision‑making
- A clear audit trail
- Compliance with governance requirements
Public summaries may include:
- Board decisions of strategic significance
- Policy adoptions
- Key governance changes
(Operational or confidential matters are not published.)
Committee Membership Register
A record is kept of all Board committee memberships, appointments, acknowledgements of Terms of Reference, and roles.
The public version includes:
- Committee names
- Committee purposes
- Member roles (Chair, Member, Independent Member)
- Terms of Reference
Risk Register (Summary)
The Risk Register captures safeguarding, operational, financial, strategic, and governance risks, along with controls and mitigations.
A public summary outlines:
- Key organisational risks
- Mitigation measures
- Governance oversight processes
(Confidential risk details are not published.)
Public Summary:
Risk Register Overview – [Year]
Information Asset Register (Summary)
As part of our UK GDPR compliance, Esports Wales maintains an Information Asset Register cataloguing the personal and sensitive data we hold, why we hold it, and how it is protected.
The public summary includes:
- Types of data we process
- Categories of data subjects
- Lawful bases for processing
- How data is stored and protected
No personal or sensitive data is ever published.
Safeguarding and Workforce Compliance Registers (Summary)
Certain safeguarding and workforce registers must remain confidential (e.g., DBS checks, allegations records, safeguarding chronology logs).
However, public summaries may include the existence of:
- Safeguarding Training Attendance Register (summary only)
Safer Recruitment Compliance Summary
(based on D0215 checklist) - Role Risk Assessments used for workforce vetting
No identifying or sensitive safeguarding information is ever published.
How We Publish and Maintain Registers
Registers are maintained according to the:
- Publication & Transparency Policy (P0114)
- Records Management & Minute‑Taking Policy (P0117)
- Data Protection (UK GDPR) Policy
- Safeguarding Policies
Information is shared publicly only where:
- It supports governance transparency
- It does not compromise confidentiality, safety, safeguarding, or data‑protection laws
Requesting Governance Information
If you require further governance records or information not published on this page, you may request it via:
governance@esportswales.org
Requests will be considered under the Publication & Transparency Policy, taking into account confidentiality, safeguarding, and legal obligations.
