Guidance

HR Connect newsletter privacy notice

Updated 11 October 2024

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 UK General Data Protection  Regulation (UK GDPR).  

Your data

Purpose 

The purpose(s) for which we are processing your personal data is(are):  

• To send regular communications regarding the People Function and HR  Profession

The data 

We will process the following personal data:  

First name, last name, email address, department, grade. 

Please note that this information may be provided by your employing department.

Legal basis of processing  

The legal basis for processing your personal data is: 

• 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 the sending of communications to engage the Government People Function. 
• data subject consent, as people can sign up to the newsletter independently

Recipients 

Your personal data will be shared by us with other government departments,  including the Government People Group who manage the Government  People Function. 

You personal data will also be shared with Mailchimp as a data processor  who will provide the mailing service for the newsletter. 

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 as long as you remain an active  subscriber to the newsletter. This will be removed should you opt out or if communications soft bounce from your email 5 times in a row (or 1 time if  your email hard bounces). 

Your personal data will be deleted at the point where the newsletter is no  longer active or terminates.

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 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. 

You have the right 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.

International transfers

As your personal data is stored on our Corporate 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, reliance on Standard Contractual Clauses, or  reliance on a UK International Data Transfer Agreement. 

As your data will be shared with our communications supplier who provides  email marketing services to us, it may be stored securely outside the UK.  Where that is the case it will be subject to equivalent legal protection through a Standard Contractual Clauses and a UK International Data Transfer  Agreement.

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 icocasework@ico.org.uk.

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

or 0207 276 1234, or you can use this webform. 

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. 

Not for inclusion on the completed privacy notice, but for reference, many  Cabinet Office Privacy Notices are published here