Guidance

Privacy notice for Cabinet Office People Finder

Updated 22 October 2025

This notice sets out how we will use your personal data, and your rights. It is made under Articles 13 and/or 14 of the UK General Data Protection Regulation (UK GDPR).

1. YOUR DATA

We will process the following personal and sensitive personal data:

• First name
• Surname
• Staff number
• Work telephone number
• Main work email
• Secondary work email
• City / Location
• Building
• Job title
• Team(s)
• Line manager
• Profile photograph

In addition to this data , we will process any additional information you provide in the optional ‘Preferred name’ and ‘Additional information’ fields.

1.1 Purpose

The purpose for which we are processing your personal data is to enable Cabinet Office staff to be provided with accurate  contact details to facilitate and encourage collaborative and effective working across the organisation.

1.2 Legal basis of processing

It is necessary for the purposes of the legitimate interests pursued by the controller or by a third party. In this case those are providing Cabinet Office staff with accurate contact details of colleagues to support Departmental working. 

In relation to photographs, preferred name and additional information you provide: The legal basis is that you consent.

1.3 Recipients

As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide web hosting, document management and storage services to us.

1.4 Where you did not provide your personal data

Where you did not provide your personal data it was provided by the Cabinet Office or other public body that employs, or employed you prior to transition into Cabinet Office.

1.5 Retention

Your information will be kept for the duration of your employment by Cabinet Office. If you leave the organisation, your data will be automatically deleted within 3 months.

1.6 Your Rights

You have the right to request information about how your personal data are processed, and to request a copy of that personal data.

You have the right to request that any inaccuracies in your personal data are rectified without delay.

You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.

You have the right to request that your personal data are erased if there is no longer a justification for them to be processed.

You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.

You have the right to object to the processing of your personal data where it is processed for direct marketing purposes.

You have the right to withdraw consent for the processing of your photographs. You can delete these at any time by logging into your profile.

2. INTERNATIONAL TRANSFERS

As your personal data is stored on our Corporate IT infrastructure, and shared with our data processors, it may be transferred and stored securely outside the UK. Where that is the case it will be subject to equivalent legal protection through an adequacy decision, reliance on Standard Contractual Clauses, or reliance on a UK International Data Transfer Agreement.

3. COMPLAINTS

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:

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

or 0303 123 1113, or casework@ico.org.uk. Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

4. CONTACT DETAILS

The data controller for your personal data is the Cabinet Office. The contact details for the data controller are:

Cabinet Office
70 Whitehall
London
SW1A 2AS

or 0207 276 1234.

The contact details for the data controller’s Data Protection Officer are:

Data Protection Officer
Cabinet Office
70 Whitehall
London
SW1A 2AS

or dpo@cabinetoffice.gov.uk.

The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.