Guidance

Civil Service HR Capability and Talent privacy notice

Updated 27 July 2023

© Crown copyright 2023

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.

Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.

This publication is available at https://www.gov.uk/government/publications/civil-service-hr-capability-and-talent-privacy-notice/civil-service-hr-capability-and-talent-privacy-notice

The Capability and Talent Team in Civil Service HR works to develop and maintain a diverse pipeline of HR leaders. Our team supports the attraction, development, learning and career management of HR professionals in the Civil Service.

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).

Your data

Purpose

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

  • conduct recruitment campaigns
  • hold information on candidates to help ensure new vacancies are flagged to them as appropriate
  • assist ‘near miss’ and ‘merit list’ internal candidates who may benefit from targeted development opportunities
  • identify individuals for our talent development schemes
  • engage with alumni members of our talent development schemes
  • ensure applicants that weren’t successful getting on our talent schemes are informed of future opportunities and capability development programmes
  • support development needs or HR professionals
  • assist with succession planning of HR roles across departments
  • identify particular skills and experience to aid in succession and planning and facilitate targeted development
  • update the Senior Talent Forum, Deputy Director Talent Forum and Grade 6/7 Talent Forum on talent grids and recruitment campaigns
  • ensure HR professionals have access to learning and professional qualifications through our contracts with CIPD
  • provide high-level (aggregated data) metrics on the numbers of those who apply for roles, and how successful they are in the recruitment campaigns
  • provide wrap-around support for apprentices, including the facilitation of the apprentice buddy scheme, line managers, and alumni, and provide reports against targets

The data

We will process the following personal data for all the above stated purposes:

  • personal names (forename(s) and surname)
  • work contact details (work location, email address and phone number(s))
  • department
  • work pattern
  • work location
  • job role and title
  • career history

We will process the following personal data for recruitment campaigns:

  • personal names (forename(s) and surname)
  • work contact details (work location, email address and phone number(s))
  • job role and title
  • career history
  • CV and/or supporting statement
  • gender
  • ethnicity
  • sexual orientation
  • age
  • disability
  • religion
  • caring responsibilities

We will process the following personal data for campaigns to facilitate managed moves across departments:

  • personal names (forename(s) and surname)
  • work contact details (work location, email address and phone number(s))
  • department
  • work pattern
  • work location
  • job role and title
  • current grade
  • time at grade
  • career History
  • CV and/or supporting statement
  • gender
  • ethnicity
  • sexual orientation
  • age
  • disability
  • religion
  • caring responsibilities

We will process the following personal data for applications to our capability development programmes:

  • personal names (forename(s) and surname)
  • work contact details (work location, email address and phone number(s))
  • department
  • work pattern
  • work location
  • job role and title
  • career history
  • CV and/or supporting statement
  • gender
  • ethnicity
  • sexual orientation
  • age
  • disability
  • religion
  • caring responsibilities

We will process the following personal data for talent management and succession planning purposes:

  • personal names (forename(s) and surname)
  • work contact details (work location, email address and phone number(s))
  • department
  • talent grid assessments (current and previous ratings)
  • work pattern
  • work location
  • job role and title
  • career history
  • detail of aspiration
  • time in role
  • current grade
  • time in current grade
  • application outcomes for SCS recruitment campaigns

We will process the following personal data for individual profiles/biographies at a) SCS level and b) Grade 6/7 level:

  • personal names (forename(s) and surname)
  • work contact details (work location, email address and phone number(s))
  • department
  • work pattern
  • work location
  • job role and title
  • career history
  • detail of aspiration
  • growth areas
  • time in role
  • time in current grade
  • CIPD membership
  • gender
  • ethnicity
  • sexual orientation
  • age
  • disability
  • religion
  • caring responsibilities

We will process the following personal data on apprentices to provide support, improve communication and engagement, and to report on HR apprentice numbers:

  • personal names (forename(s) and surname)
  • grade
  • job title
  • apprenticeship course and level
  • email address
  • department
  • location
  • line manager name and email address
  • start date, planned end date and progress reports
  • diversity and inclusion data

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, such as the exercise of a function of the Crown, a Minister of the Crown, or a government department; the exercise of a function conferred on a person by an enactment; the exercise of a function of either House of Parliament; or the administration of justice. It is necessary to support the effective running, resourcing and management of the cross government HR Function.

Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. It is collected at various points above.

The legal basis for processing your sensitive personal data is that processing is of a specific category of personal data and it is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people. Diversity data is collected to review equality opportunities across the HR Function in the Civil Service.

Recipients

Your personal data will be shared with:

  • Accelerated Development Scheme provider (if you have applied for this scheme)
  • CIPD (if you have applied to undergo a development intervention)
  • Capability and Talent Governance Forums
  • functional and departmental talent team
  • our IT suppliers that provide survey management services
  • Civil Service HR Capability and Talent Database
  • HR apprentices participating in the buddy scheme

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.

Retention

Your personal data will be kept by us as follows:

  • recruitment campaigns – a maximum of 5 years
  • SCS biographies – a maximum of 2 years, reviewed annually
  • grade 6/7 biographies – a maximum of 2 years, reviewed annually
  • engagement with CIPD – a maximum of 2 years
  • talent management grid markings and succession plans – a maximum of 5 years, reviewed annually
  • talent programmes applications and details – a maximum of 5 years, continuously updated
  • apprentice data will be retained for a maximum of five years, reviewed annually

Where you did not provide your personal data to us it was obtained by us from:

  • publicly available information
  • provided to us by another government department

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

  • 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

  • the processing of your personal data

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 European Union. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.

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.

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

Telephone: 0207 276 1234

Email: publiccorrespondence@cabinetoffice.gov.uk

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

Stephen Jones
Data Protection Officer
Cabinet Office
70 Whitehall
London
SW1A 2AS

Email: dpo@cabinetoffice.gov.uk

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

Back to top