Guidance

Cross-government Technology and Digital Leaders Network privacy notice

Updated 23 January 2019

© Crown copyright 2019

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/cross-government-technology-and-digital-leaders-network-privacy-notice/cross-government-technology-and-digital-leaders-network-privacy-notice

The Technology and Digital Leaders Network (TDLN) is the operational and policy decision making body for cross-government technology and digital issues made by the Government Digital Service (GDS).

The data controller for GDS is the Cabinet Office – a data controller determines how and why personal data can be processed. Read the Cabinet Office’s entry in the Data Protection Public Register for more information.

This privacy notice is for members of the Technology and Digital Leaders Network.

What data we collect from you

The personal data we collect from you will include:

  • email address
  • job title
  • government department
  • physical office address
  • telephone number
  • voice recording (for the purpose of accuracy of the minutes being taken only) photographs (for event activity)

The legal basis for processing this data is Public Task.

Where we undertake surveys or events activity where we anticipate taking photographs, we will seek your consent.

Video conferencing (‘Zoom’)

The TDLN uses ‘Zoom’ video conferencing technology to allow members across government departments to connect and collaborate.

The personal data Zoom collects from you will include your:

  • name
  • IP address

This is needed to allow video conferencing to function properly. The legal basis for collecting this data is consent.

Zoom will record and collect meeting activity (such as joining or leaving), including activity related to third-party integrations, together with the date, time, person engaged in the activity, and other participants in the meeting with the date, time, duration, and quality ratings that you provide.

It will also route audio and video call content and screen sharing content between call participants, but will not retain or store the content. Data is not retained beyond the session joined.

You can read more about Zoom’s privacy policy, and how it collects and stores data as well as its cookies policy.

Why we need your data

We require your data in order to:

  • provide a cross-government voice in the ongoing development of technology and digital policy, and oversee its implementation
  • lead and support implementation of the Government Transformation Strategy
  • lead and promote the adoption of ‘digital by default’ service delivery across government and other public bodies
  • secretariat function for distributing meeting papers - agenda, minutes, newsletters

What we do with your data

Members’ email addresses will be used to to distribute meeting papers, meeting minutes and newsletters. In exceptional circumstances we will contact members directly on urgent TDLN issues.

Names and departments will be recorded on minutes for those members in attendance.

Meetings will be recorded for minute taking purposes - recordings will be deleted once the minutes have been approved. Members are reminded of this at the start of the meeting and members can raise an objection if they do not wish to be recorded.

We will not:

  • sell or rent your data to third parties
  • share your data with third parties for marketing purposes

We will share your data if we’re required to do so by law – for example, by court order, or to prevent fraud or other crime.

How long we keep your data

We will only keep your personal data for as long as:

  • the law requires us to
  • we need for the purposes listed above

This means that we will only hold your personal data for a minimum of 1 year and a maximum of 7 years.

Where your data is processed and stored

Members’ email addresses will be stored in a Google Group, which will be updated regularly. Email addresses will be removed from the Google Group once they are no longer a member of the network. Members also have the option to remove themselves from the Google Group.

We design, build and run our systems to make sure that your data is as safe as possible at any stage, both while it’s processed and when it’s stored.

Your personal data may be transferred outside the European Economic Area (EEA) while being processed by GDS. If this happens, we’ll make sure you’re given the same level of technical and legal protection as you are within the EEA.

Who we share your data with

As part of Technology and Digital Leaders Network we share your personal data with data processors who provide us with online survey and building reception services.

How we protect your data and keep it secure

We are committed to doing all that we can to keep your data secure. We set up systems and processes to prevent unauthorised access to or disclosure of the data we collect about you – for example, we protect your data using varying levels of encryption. All third parties that process personal data for GDS are required to keep that data secure.

Your rights

You have the right to request:

  • information about how your personal data is processed
  • a copy of that personal data - this copy will be provided in a structured, commonly used and machine-readable format
  • that anything inaccurate in your personal data is corrected immediately


You can also:

If you have any of these requests, get in contact with our Data Protection Officer - you can find their contact details below.

If you gave your consent for us to collect and process your data, you have the right to:

  • withdraw your consent - this can be done at any time
  • request a copy of your personal data - this copy will be provided in a structured, commonly used and machine-readable format

Changes to this notice

We may change this privacy notice. When we make changes to this notice, the ‘last updated’ date at the top of this page will also change. Any changes to this privacy notice will apply to you and your data immediately. If these changes affect how your personal data is processed, GDS will take reasonable steps to make sure you know.

Questions and complaints

Contact the Data Protection Officer if you either:

  • have any questions about anything in this document
  • think that your personal data has been misused or mishandled
  • want to make a subject access request (SARS)

Data Protection Officer

Cabinet Office
70 Whitehall
London
SW1A 2AS

You can also complain to the Information Commissioner, who is an independent regulator.

Information Commissioner's Office

Email icocasework@ico.org.uk

Contact form https://ico.org.uk/glo...

Telephone 0303 123 1113

Textphone 01625 545 860

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