Guidance

Privacy notice for Cabinet Office 'One Civil Service Interchange' database

Published 19 February 2019

© Crown copyright 2019

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This publication is available at https://www.gov.uk/government/publications/privacy-notice-for-cabinet-office-one-civil-service-interchange-database/privacy-notice-for-cabinet-office-one-civil-service-interchange-database

1. Your data

1.1 Purpose

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

  • to analyse the intake of participants year on year within the Northern Ireland Civil Service and One Civil Service
  • to understand how we may improve the program year on year
  • to contact you in the future regarding further interchange activities

1.2 The data

We will process the following personal data:

  • your name
  • the date you attended the One Civil Service Interchange scheme
  • your work email address
  • the administration and department you work for (as stated in your original application)

The legal basis for processing your personal data is:

  • it is necessary for the performance of a contract to which you are a party. In this case it is our obligations as your employer to provide you with learning, development, and job shadowing, mentoring and interchange opportunities
  • 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 data controller. In this case that is operating the One Civil Service Interchange programme

1.4 Recipients

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.

We will share anonymised, aggregate or summary data with other public bodies, and we may publish this, but it will not allow any individuals to be identified.

1.5 Retention

Your information will be kept for seven years by Cabinet Office and retention beyond this period will then be reviewed on an annual basis. If we become aware that you have left the Civil Service, your data will be anonymised.

After the retention period your data will be anonymised and will form part of a One Civil Service Interchange database to allow for longitudinal analysis.

2. Your rights

You have the right:

  • to request information about how your personal data is 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
  • 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 who provide email, and document management and storage services, 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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