Guidance

Privacy notice for Cabinet Office People Finder

Published 17 December 2018

1. Your data

1.1 Purpose

The purpose for which we are processing your personal data is to enable Cabinet Office staff to find contact details for you, and to facilitate and encourage collaborative working across the organisation.

1.2 The data

We will process the following personal and sensitive personal data:

• first name
• surname
• staff number
• main telephone number
• alternative telephone number
• main work email
• alternative work email
• city
• building
• location in building
• job title
• team
• working days
• photograph

In addition to these attributes, we will process any additional, unstructured information you provide in the ‘Extra information’ field, such as how you prefer to be contacted by colleagues, or what time you start and finish.

1.3 Legal basis of processing

The legal basis of processing your personal data is that processing is necessary for the performance of a contract to which you are a party, namely the Cabinet Office employment contract.

In relation to photographs you provide:

• the legal basis is that you consent

1.4 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.

1.5 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.

1.6 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 6 months.

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

3. International transfers

As your personal data is stored on our IT infrastructure, and shared with our data processors who provide web hosting, document management and storage services, 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
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