Guidance

GPG CSEP Hub 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-csep-hub-privacy-notice/privacy-notice-csep-hub

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).

The CSEP Hub platform is a collaboration and document sharing website used by Human Resources professionals in the Civil Service. It is administered by Government People Group (GPG) within the Cabinet Office.

GPG provides expert Human Resources (HR) services to our customers, Civil Service (CS) departments.

Your data

Much of the information we process will have been provided by you when registering to access the CSEP Hub website.

We may process the following personal data to create your account:

  • name
  • email address
  • organisation

You may also choose to provide additional information in your profile or forums such as:

  • professional contact details
  • information about your job role including department, specialism, job title and professional background
  • location
  • Twitter ID
  • LinkedIn ID
  • Website
  • IP address
  • comments and opinions on forum pages

Purpose

As an expert HR service, we support the government workforce and help departments and professions to build a modern, effective Civil Service. We will use your data to:

  • provide access to our expert HR products and services. This includes creating and managing accounts.
  • to allow HR professionals to network and contact one another, and to communicate via forums.
  • provide government employees in the HR profession with access to a document repository (including of an official-sensitive classification) for the purpose of fulfilling their duties to employees.
  • share within the platform or via email internal news and information relevant to the CSEP Hub platform and/or the HR function.
  • monitor the usage of the site and to keep it safe and to improve it.

The lawful basis for processing your personal data is that 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 controller.

We directly support Cabinet Office in delivering the priority of driving efficiencies and reforms that will make government work better. As part of our Civil Service HR function, we also support the government workforce and help departments and professions to build a modern, effective Civil Service.

Where you voluntarily upload data to your user profile or a profile image, we process this data on the basis you consent to us doing so.

Recipients

The personal data you add will be shared by us with:

  • other CSEP Hub users from other Government departments
  • IT and Hosting suppliers for the CSEP Hub application, including Placecube Ltd and Amazon Web Services
  • Cabinet Office IT data processors who provide email, document management and storage services.

For the purpose of measuring usage statistics, we may download data that includes your site activity, user ID, email address and IP address. As this will be stored on the Cabinet Office IT infrastructure, it will also be shared with our data processors who provide email and document management and storage services to us.

Retention

Personal data will be kept so long as you are in a role that requires access. If you delete your individual account or inform us that you have moved to a role that no longer requires access to CSEP Hub, personal data relating to that account will be retained for a period of 6 months, after which it will be destroyed.

Your personal data will be erased upon notification that you have left the Civil Service, or changed roles where access is no longer required. We will also erase your personal data if your account is inactive for a period in excess of 12 months. Our records will be updated in line with these retention periods on an annual basis.

International Transfers

Our contracted CSEP Hub suppliers will not store your data outside the UK.

As some personal data may be downloaded to the GPG IT infrastructure, and shared with our 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.

Your rights

You have the right to withdraw consent to the processing of your user profile information or profile image at any time. You can exercise this by deleting that data yourself.

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 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 where it is processed for direct marketing purposes.

You have the right to object to the processing of your personal data.

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

0207 276 1234

publiccorrespondence@cabinetoffice.gov.uk

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

Stephen Jones
DPO
Room 405
Cabinet Office
70 Whitehall
70 Whitehall
London
SW1A 2AS

dpo@cabinetoffice.gov.uk

Updates to this notice

If this privacy notice changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it, and under what circumstances we will share it with other parties.

Last updated: July 2023

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