Guidance

Diversity and Inclusion roles and Champions privacy notice

Published 26 June 2018

© Crown copyright 2018

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: psi@nationalarchives.gov.uk.

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This publication is available at https://www.gov.uk/government/publications/diversity-and-inclusion-roles-and-champions-privacy-notice/diversity-and-inclusion-roles-and-champions-privacy-notice

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 General Data Protection Regulation (GDPR).

1. Your Data

We will process the following personal data:

  • name
  • job title
  • public bio
  • roles in planning and delivering D&I activities
  • images

1.1 Purpose

The purpose for which we are processing your personal data is:

To record staff acting as Champions, business area leads, network chairs and in other D&I roles at D&I activities within and representing the Cabinet Office.

The legal basis for processing your personal data is:

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. This concerns delivery of the department’s commitment to Diversity and Inclusion, and our Public Sector Equality Duty compliance.

The legal basis for processing your image is because you consent for us to do so.

1.3 Recipients

Your personal data will be shared by us with:

  • D&I Champions
  • comms team
  • network chairs
  • SCS Leadership team
  • the department as a whole

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

1.4 Retention

Your personal data will be kept by us for the duration for which you are in the relevant role. We will review the personal data held on an annual basis and destroy personal data that has exceeded its retention period.

2. 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
  • that any inaccuracies in your personal data are rectified without delay
  • that any incomplete personal data are completed, including by means of a supplementary statement
  • that your personal data are erased if there is no longer a justification for them to be processed, including where you withdraw consent for the information to be used
  • that the processing of your personal data is restricted in certain circumstances (for example, where accuracy is contested)
  • 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 object to the processing of your personal data

Requests should be send to Cabinet Office HR.

3. International Transfers

As your personal data is stored on our IT infrastructure, it may be transferred and stored securely outside the European Union. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.

4. 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

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

5. 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

Public Enquiries: Online Contact Form

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

The contact details for the data controller’s Data Protection Officer are: dpo@cabinetoffice.gov.uk

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