Guidance

Government Communications Service - Insight and Evaluation Communities Online Platform - privacy notice

Updated 10 December 2018

© Crown copyright 2018

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/gcs-insight-and-evaluation-community-online-platform-privacy-notice/government-communications-service-insight-and-evaluation-community-online-platform-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).

1. Your data

1.1 Purpose

The purposes for which we are processing your personal data are:

  • to provide an online collaboration platform for insight and evaluation, and strategic communication professionals, across government
  • to share contact details for insight and evaluation, and strategic communications professionals, across government
  • to share media monitoring reports across government

1.2 The data

We will process the following personal data:

  • name
  • email address
  • job title
  • department

For media monitoring reports, the data will include information in the public domain such as names, opinions, images, videos, biographical information and social media handles.

The legal basis for processing your personal data is that processing 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 that is GCS’s role in providing leadership, coordination, and help in collaborating efficiently to all public sector communications employees.

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.

Where sensitive personal data is included in media monitoring reports, our legal basis for processing it is:

  • that it is manifestly made public by the data subject
  • it is necessary for reasons of substantial public interest for 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

1.4 Recipients

Your personal data will be shared with other insight and evaluation, and strategic communications professionals, across government.

It will also be shared by us with our IT supplier who provides the online collaborative workspace.

1.5 Retention

Your personal data will be kept by us for as long as you remain in your role. We will cleanse data on a quarterly basis.

For media reporting data, we will delete this annually.

1.6 Where you did not provide your data

Where you did not provide your data, it was obtained from public sources.

2. 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
  • to request that any inaccuracies in your personal data are rectified without delay
  • to request that any incomplete personal data are completed, including by means of a supplementary statement
  • to request 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
  • to object to the processing of your personal data where it is processed for direct marketing purposes
  • to object to the processing of your personal data

3. International transfers

All your data will be stored in the UK.

4. 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

Telephone: 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.

5. Contact

The data controllers for your personal data are the Cabinet Office and Knowledge Hub, who are acting as joint data controllers.

If you have any queries, please contact the Cabinet Office at: Insight@cabinetoffice.gov.uk.

The contact details for Knowledge Hub are:

MYKHUB.NET LIMITED,
1 London Street,
Reading,
RG1 4PN

support@khub.net

The contact details for the Cabinet Office’s Data Protection Officer are:

Stephen Jones
Data Protection Officer
Cabinet Office
70 Whitehall
London
SW1A 2AS

dpo@cabinetoffice.gov.uk

The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.

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