Guidance

Privacy notice for Government Communication Service talent schemes

Published 25 September 2018

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 run the GCS Talent schemes, including selecting applicants to participate, contacting you with information and matching you to coaches and mentors. We also use the data from coaches to match them to programme participants, and to monitor the diversity of senior GCS talent.

1.2 The data

We will process the following personal data:

Programme participants:

• name
• grade
• role
• work address
• email
• phone number
• image
• line manager
• line manager phone and email
• leadership and communication profiles
• applications and competency examples
• assessments and scoring
• placements
• mentors
• diversity information
• career conversations
• records of academic marks

Coaches and Mentors:

• names
• email addresses

1.3 Legal basis of processing

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 GCS’s official function to manage the cross-government communications profession.

Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

Our legal basis for processing your sensitive diversity data is that processing is of a specific category of personal data and it is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of in relation to that category with a view to enabling such equality to be promoted or maintained.

1.4 Recipients

We will share contact details of participants and mentors/coaches with each other, and with Huddersfield University where necessary where you are enrolled on a course there.

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 2 years during the programme, and then a further 5 years for alumni.

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
• request that any inaccuracies in your personal data are rectified without delay
• request that any incomplete personal data are completed, including by means of a supplementary statement
• 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
• object to the processing of your personal data where it is processed for direct marketing purposes

In relation to images:

You have the right to withdraw your consent at any time.

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.

In relation to all other data:

You have the right to object to the processing of your personal data.

3. International transfers

As your data will be shared with our IT supplier who provides email, document management and storage services to us, it may be stored securely outside the European Union. Where that is the case, it will receive equivalent legal protection through the reliance on 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