Guidance

Privacy Notice for Civil Service Modernisation Mailing List

Updated 26 January 2024

© Crown copyright 2024

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This publication is available at https://www.gov.uk/government/publications/privacy-notice-for-civil-service-modernisation-mailing-list/privacy-notice-for-civil-service-modernisation-mailing-list

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 purpose for which we are processing your personal data is to:

  • Distribute newsletters and updates about civil service modernisation. These include the monthly newsletter and a weekly update to all those signed up as Modernisation and Reform Champions

  • We also use data to measure engagement with our communications

  • We share contact details of Champions with other Champions in the network to connect members by recorded data (including Department, Region and Interests)

We also anonymously collect data to measure the diversity and success of the Champions Network. This is not personal data and we cannot identify you from it.

1.2 The data

We will process the following personal data:

  • Email addresses

  • Names

  • Organisations

  • Regions

  • Grades

  • Interests (as defined by the sign up form)

  • IP address

  • Whether emails are opened and links clicked, and inferred geo-location

The legal basis for processing your personal data is 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 keeping you up to date about civil service modernisation.

1.4 Recipients

Your personal data will be shared by us with our IT supplier who provides mailing list management services.

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.

1.5 Retention

Your personal data will be kept by us for the life of the Modernisation and Reform programme which is due to run for 4 years.

1.6 Where personal data have not been obtained from you

Your personal data were obtained by us because you have either opted to become a reform champion, or have engaged with the programme in some form be that on Board or one of our delivery partners.

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.

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 may 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.

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 UK. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses or an adequacy decision.

4. 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
0207 276 1234

Cabinet Office Public Enquiries: Contact Form

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.

5. 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
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.

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