Guidance

Privacy notice for Civil Service Quarterly Location Survey

Updated 4 October 2021

© Crown copyright 2021

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/privacy-notice-for-civil-service-quarterly-location-survey/privacy-notice-for-civil-service-quarterly-location-survey

1. Your data

1.1 Purpose

The purpose(s) for which we are processing your personal data are:

  • to provide updates on civil service employment and composition by employer, location and grade.
  • to provide the Cabinet Office with a robust evidence base to enable it to deliver on its responsibility of creating an exceptional Civil Service, improving its capability and effectiveness. This includes:
    • to monitor and report progress against government commitments and plans relating to civil service employment and the location of civil servants
    • to report and publish management and statistical information in a nonidentifiable aggregated format
    • to monitor and report management and statistical information to officials across the Civil Service and for use in the public domain
    • For cross-Civil Service workforce planning purposes
    • to enable Cabinet Office, senior officials and ministers to respond to government select committees, Parliamentary questions, freedom of information requests, and other bodies
    • designing, implementing and evaluating cross-Civil Service workforce policies
    • to support the National Audit Office in meeting its objective of accountability of public service and public service improvement

1.2 The data

We will process the following personal data:

  • your unique identifier used by your employer - depending on your employer this may or may not be your employee number
  • the postcode (or location) of your place of work. If you are a contractual homeworker only the local administrative unit code (LAU 1) of where your home address is located is processed.
  • your contractual home worker status – determined by the use of an LAU 1 code instead of a postcode for the location of your place of work if you are contractual homeworker (see above)
  • your grade
  • your full-time equivalency

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. In this case that the Cabinet Office has responsibility for creating an exceptional Civil Service, improving its capability and effectiveness.

1.4 Recipients

Your personal data will be shared by Cabinet Office with:

  • approved analysts at the National Audit Office when undertaking studies on the Civil Service and Civil Service workforce

We will also share anonymised, aggregate or summary data with other public bodies, and we may publish this, but it will not allow any individuals to be identified.

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

Where you did not provide your personal data

Where you did not provide your personal data, it was provided by the department or public body that employs you.

1.5 Retention

Your information will be kept for seven years and after this period retention will be reviewed annually.

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
  • to request that any inaccuracies in your personal data are rectified without delay
  • to request that any incomplete personal data are completed, including by means of a supplementary statement
  • to request that your personal data are erased if there is no longer a justification for them to be processed
  • in certain circumstances (for example, where accuracy is contested), to request that the processing of your personal data is restricted
  • to object to the processing of your personal data where it is processed for direct marketing purposes
  • to object to the processing of your personal data

3. International transfers

As your personal data is stored on our IT infrastructure, and shared with our data processors who provide email, and document management and storage services, it may be transferred and stored securely outside the UK. 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

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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