Civil Service Workplace Adjustment Service privacy notice
Updated 27 July 2023
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This publication is available at https://www.gov.uk/government/publications/civil-service-workplace-adjustment-team-privacy-notice/civil-service-workplace-adjustment-team-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).
Civil Service Workplace Adjustment Service (CSWAS) is part of the Government People Group (GPG), which is part of the Cabinet Office.
We provide a centre of expertise and advice for Civil Service departments implementing reasonable workplace adjustments for their employees, and a full case management service for those Departments who have on-boarded to our service. We also provide a Review Route for all Civil Servants who feel they might be experiencing difficulties in the implementation of Workplace Adjustments.
Your data
The data
The information we process about you will have been provided by you and your manager in a Civil Service Workplace Adjustment Service referral form.
We may process the following personal data about your:
- name
- address and contact details, including email address and telephone number
- employment status grade and work pattern
- location
- health conditions and how they impact on you and your daily life
Purpose
We are processing your personal data for the purpose of providing expert advice or a full case management service to you and your employing department when implementing reasonable workplace adjustments.
As an expert HR service, we support the government workforce and help departments and professions to build a modern, effective Civil Service.
In certain circumstances and only with your explicit consent, we may make a referral for you to an external provider or assessor contracted by your employer, to obtain professional advice on Occupational Health.
We will never process your data where the interests are overridden by your own interests.
Legal basis of processing
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 GPG function, we also support the government workforce and help departments and professions to build a modern, effective Civil Service.
We also process your personal data to comply with a legal obligation placed on us to consider reasonable workplace adjustments under the Equality Act 2010.
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 conditions for processing your sensitive personal data 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, and we have an appropriate policy in place. In this case we will process information about your health to fulfil our employer obligations under the Equality Act to provide reasonable workplace adjustments.
Where your data is processed and shared for the purpose of an Occupational Health referral, it is because you have provided explicit consent to us doing so.
Recipients
Where authorised by your employer, we may share your personal data with their contracted suppliers of specialist equipment.
Where you have provided explicit consent, data will be shared with an Occupational Health provider or assessor contracted by your employer.
As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide the Case Management Application, email and document management and storage services to us.
Retention
Your personal data will be kept by us for as long as necessary to fulfil the purposes we collected it for. Once the adjustment is complete, data may remain on our Case Management Application for a period up to seven years from case creation.
In some circumstances, we will anonymise your personal information so that it can no longer be associated with you, in which case we will use such information without further notice to you.
Your rights
You have the right to withdraw consent to the processing of your personal data for Occupational Health advice at any time.
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.
International Transfers
As your personal data is stored on our 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.
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
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
Cabinet Office
70 Whitehall
London
SW1A 2AS
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