Guidance

Civil Service HR communications team privacy notice

Published 24 May 2018

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

We will process the following personal data:

• name
• email address
• department/agency
• job title or role
• profession
• grade
• images
• video
• audio

Purpose

The purpose(s) for which we are processing your personal data is to contact recipients by email with information, including:

• events, learning and training opportunities, jobs and news pertaining to Civil Service HR
• internal news relevant to the Civil Service’s HR function and its teams
• for evaluation, surveys or polling
• indirect use in assessments of communications: for example, numbers of clicks or views may be used in assessing a communication, (although the data subject’s personal data is not itself the object of the assessment)
• compilation of new sub-sets of data (for example, an event guest list)

In the case of images, video and audio, the purpose for which we are processing your personal data is for publicity and promotion purposes in:

• publications
• news media
• online learning tools and platforms
• websites
• e- bulletins
• newsletters

Legal basis for processing

The legal basis for processing your personal data is the performance of a contract to which you are a party for e.g. your Civil Service employment contract (our obligation to keep you informed and up to date).

It’s 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.

In the case of images, video and audio, the legal basis for processing your personal data is your consent.

Recipients

Your personal data will be shared by us through these providers:

• online event management software
• newsletter and email creation and distribution software
• survey and polling software

In the case of images, video and audio, which we may use in print or online, it may also be shared with:

• Civil Servants working in promotion and publicity related roles
• contracted agencies (where necessary to perform their contracted duties)

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

Retention

Your personal data will be kept by us until departure from the Civil Service or changing roles where the communication is no longer required.

Keeping this data until this point is necessary for the purpose of providing information to your role in the Civil Service.

Where personal data have not been obtained from the data subject, personal data will be obtained by us from registration on Civil Service online service platforms, such as Civil Service Learning.

In the case of video, images and audio your personal data will be kept by us for up to five years.

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
• 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
• 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 where it is processed for direct marketing purposes.

You have the right to request a copy of any personal data you have provided, and for this to be provided in a structured, commonly used and machine-readable format.

In relation to images, audio and video: you have the right to withdraw consent to the processing of your personal data at any time by emailing.

In relation to all other data you have the right to object to 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 Economic Area. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.

Where your data are processed by our IT suppliers who provide event booking and mailing list management services, it will transferred and stored securely outside the European Economic Area. Where that is the case it will be subject to equivalent legal protection through the suppliers’ membership in the Privacy Shield scheme.

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.

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