Guidance

Government Property Agency external privacy notice

Published 6 February 2019

© Crown copyright 2019

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This publication is available at https://www.gov.uk/government/publications/government-property-agency-external-privacy-notice/government-property-agency-external-privacy-notice

1. Your data

1.1 Purpose

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

Personal information is processed for the purposes of the delivery of the Asset Management contract under the Managed Service Provider contract.

The Managed Service Provider consists of three organisations acting under one contract. They are Montagu Evan, CBRE and Moore Stephens. Their purpose is to undertake several important roles:

  • to manage GPA estate data and portfolio reporting
  • to manage rental, payment and receipts and other movement of money relating to suppliers as well as accounting and reporting
  • to undertake property and transactional services and offer general property advice
  • to assist GPA on-boarding client estates

Personal information is processed for the purposes of the delivery of the Environmental Management System on behalf of the Cabinet Office.

This involves using a third-party cloud tool that tracks the department’s commitments to various environmental targets.

1.2 The data

We will process the following personal data.

In relation to the Managed Service Provider contract:

Staff data includes:

  • name
  • job title
  • email
  • telephone number
  • office address

Landlord and tenant information includes:

  • names
  • addresses
  • financial data used for bill and paying bills within the accounting system

In relation to the Environmental Management System:

  • names
  • work email addresses
  • business address
  • job titles

The legal basis for processing your personal data is:

It is necessary for the performance of a contract to which the data subject is a party. In the case of civil servants this will be their employment contract. In the case of landlords and tenants, it will be the property contract. In the case of auditors, it will be their employment contract.

1.4 Recipients

In relation to the Managed Service Provider contract:

Your personal data will be shared by us with our Managed Service Providers Montagu Evan, CBRE and Moore Stephens. Your data will also be shared with the IT supplier who provides our accounting software.

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.

In relation to the Environmental Management System:

Data will be shared with our IT supplier who provides our environmental management system, and with our independent auditors.

1.5 Retention

In relation to the Managed Service Provider contract:

Personal information will be retained for the duration of the contract. Information contained on the accounting system will be retained for as long as the property exists in government, for the purposes of running a financial accountancy system.

In relation to the Environmental Management System:

Information will be retained for the life of the contract unless it is legally required to be retained for longer. For example, asbestos inspection records.

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 request a copy of any personal data you have provided, and for this to be provided in a structured, commonly used and machine-readable format

3. 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 European Union. Where that is the case, it will be subject to equivalent legal protection through the use of Model Contract Clauses.

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 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

Public Enquiries: Online Contact Form

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

The contact details for the data controller’s Data Protection Officer are: dpo@cabinetoffice.gov.uk

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