Civil Service HR Secondments Unit privacy notice
Updated 15 August 2023
© Crown copyright 2023
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This publication is available at https://www.gov.uk/government/publications/civil-service-hr-secondments-unit-privacy-notice/civil-service-hr-secondments-unit-privacy-notice
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 for which we are processing your personal data is to match both internal and external individuals to secondment opportunities in external organisations and within the Civil Service respectively. This may include asking you to provide us with your CV and provide a personal statement / short covering letter. We will only ask for the minimum required information at each stage of the process. Where an individual’s details are provided by their organisation or another party, we will notify the individual before processing their data. If you are successful in an application, we may be in touch to discuss your secondment’s experience.
The data
We will process the following personal data:
- Name
- Contact details (including external contact details such as personal email address / mobile telephone number where these have been provided)
- Current job role
- Grade/ salary
- Line manager / organisation contact details
- Career history and aspirations
- Profession/ function
- Working pattern
- Reasonable adjustments
- Location
- Qualifications
- Learning and development information
- Skills and development needs
- Quarterly data commission responses. Including, Individual’s job title, department and organisation seconded from/to, so they could be identifiable.
- The evaluations and Profession/ function secondments feedback
- Declared interests
- CV Information (people may add aspects such as hobbies, memberships, awards etc.)
- Personal statements
- Job application forms
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, to deliver a UK Government commitment to increase expertise within the Civil Service through greater use of internal and external secondment opportunities.
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.
The legal basis for processing your sensitive personal data about health and disability (reasonable adjustments) is:
- It is necessary for the purposes of performing or exercising our obligations or rights as the controller, or your obligations or rights as the data subject, under employment law, social security law or the law relating to social protection (reasonable adjustments under the Equality Act 2010).
Recipients
Non-civil servants - Your personal data will be shared by us with public bodies who may have suitable opportunities.
Civil Servants - Your personal data will be shared by us with external organisations who may have suitable opportunities.
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 for two 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.
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.
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 an adequacy decision, or the use of Model Contract Clauses.
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
or 0207 276 1234, or publiccorrespondence@cabinetoffice.gov.uk.
The contact details for the data controller’s Data Protection Officer are: dpo@cabinetoffice.gov.uk.
The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.
The contact details for the Secondment’s Unit Inbox is: secondmentunit@cabinetoffice.gov.uk
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
or 0303 123 1113, or casework@ico.org.uk. Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.