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Guidance

Privacy Notice for Civil Service Change Communications and Insights

Updated 6 August 2026

© Crown copyright 2026

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.

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This publication is available at https://www.gov.uk/government/publications/privacy-notice-for-civil-service-change-communications-and-insights/privacy-notice-for-civil-service-change-communications-and-insights

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).

Background

This privacy notice covers the transfer of an existing cross civil service contact list to a compatible use as outlined below, and supersedes both the A Modern Civil Service and  Focus Group Audience privacy notices.  

YOUR DATA

Purpose

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

To carry out research with civil servants across the Civil Service to gain feedback and views on One Big Thing and other change initiatives. Participation is completely voluntary and individuals can request removal from the contact list at any time. 

The method of research is typically by written survey or online focus group meetings. Feedback from focus groups will be recorded via transcription or notes, and anonymised before sharing.

The contact list will also be used to share ad hoc updates on One Big Thing or other change initiatives in the hope that this will inspire individuals to champion change.

We may also ask your permission to be part of a buddy system to enable those in similar professions to make contact with each other.
Specific processing purposes include:
• For a survey
• For a newsletter or mailing list
• To share details of an upskilling or networking event
• For user research

The data

We will process the following personal data:

• Name
• Email address
• Employment details (start date or profession etc)
• Location data
• Job title or grade
• Opinions

The legal basis for processing your personal data is:

That it is necessary for our legitimate interests. In this case those are to gain understanding of civil servant views and perceptions of  cross-government change, reform, the Civil Service brand, culture and identity.

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.

Recipients

Your personal data will be shared by us with our suppliers who provide survey and event 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 an adequacy decision by the UK Government.

Retention

We will retain your details on our mailing list until you unsubscribe or ask for them to be removed. If our learning programme (One Big Thing) ceases to exist, your details will be deleted.

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.

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.

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.

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