Guidance

Inclusion Collective Privacy Notice

Published 27 July 2020

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

1.1 Purpose

The purpose for which we are processing your personal data is to run and manage the Inclusion Collective. The Inclusion Collective is run by the Civil Service Diversity and Inclusion team, and is intended to promote diversity and inclusion across the civil service. We will use your data to:

• operate our mailing list for the Inclusion Collective Newsletter and related emails
• help us understand who our audience are so that we can tailor content accordingly
• understand people’s motivations to sign up, this could inform the content that we include
• understand how people heard about the Inclusion Collective, this could inform future communications from our team to wider Civil Service
• understand which departments we are reaching well in order to understand engagement levels in the Year of Inclusion and which areas of the Civil Service our members have the potential to influence
• identify which departments have low numbers subscribed, this could lead to engagement work with those departments
• understand which professions are members and whether there is a skew towards certain professions, this could inform future engagement work with underrepresented professions
• understand how many diversity and inclusion practitioners we are reaching through this newsletter, this could inform future communications with D&I practitioners across the Civil Service.
• understand how many members are also members of networks, this could inform future communications with networks and help us to understand our contacts in each network

1.2 The data

We will process the following personal data: name and email address, organisation, profession, whether you are a diversity and inclusion practitioner, membership in cross government networks, IP address, whether emails are opened and links clicked, and inferred geo-location.

1.3 Legal basis of processing

The legal basis for processing your personal data is it 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 is Cabinet Office’s role as CSHR to lead and develop diversity and inclusion across the civil service.

1.4 Recipients

Your personal data will be shared by us with by our IT supplier providing mailing list management services.

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.

1.5 Retention

Your personal data will be kept by us for so long as you wish to be included, or until you leave your role (i.e. when your email address ceases to be valid).

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.

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 may 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.

3. International transfers

As your personal data is stored on our 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 the use of Model Contract Clauses, or through the Supplier’s membership in the Privacy Shield scheme.

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

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

5. 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

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.