Guidance

Privacy notice for IT Service Desk platform

Published 17 December 2018

© Crown copyright 2018

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This publication is available at https://www.gov.uk/government/publications/privacy-notice-for-it-service-desk-platform/privacy-notice-for-it-service-desk-platform

1. Your data

1.1 Purpose

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

  • in order to effectively manage and support IT requests and incidents raised by, or on behalf of, a member of staff using the Cabinet Office OFFICIAL IT platform, including contacting you with request updates, and to ask you for information to verify your identity for security clearance
  • to report and manage the setting up, amending and removal of user accounts
  • to control access to, and ownership of, government data including its deletion
  • to approve, track, assign and report on user assets (i.e. laptops, mobiles, software licences etc)
  • to report and review user service satisfaction surveys

1.2 The data

We will process the following personal data:

  • name
  • business email
  • business telephone
  • business address
  • the details of your request
  • your date of birth and security clearance
  • opinions in satisfaction surveys

We may also process sensitive personal data relating to health issues where this is relevant to an IT request.

The legal basis of processing your personal data is:

In relation to satisfaction surveys:

  • because you consent to us doing so

In relation to all other data:

  • it is necessary for the performance of a contract to which you are a party, which in this case is your employment contract

The legal basis for processing your sensitive personal data is it is necessary for the purposes of performing or exercising our obligations or rights as the controller, or your obligations or rights as the data subject, under employment law.

1.4 Recipients

Your personal data will be shared by us with our IT supplier who provides the IT Service Desk platform.

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 up to 1 year after you have left the department.

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
  • 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

In relation to satisfaction surveys, you have the right:

  • to withdraw consent to the processing of your personal data at any time
  • 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

Your personal data is stored on our IT infrastructure, and shared with our data processors. 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

For employees of the Cabinet Office, or its arms length bodies, the data controller (or lead data controller in respect of arms length bodies) 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

For employees of the Department for Culture, Media and Sport, the data controller for your personal data is the Department for Culture, Media and Sport, and the Cabinet Office is acting as their data processor. Please consult your departmental staff privacy notice for further details.

For employees of the Department for Exiting the European Union, the data controller for your personal data is the Department for Exiting the European Union, and the Cabinet Office is acting as their data processor. Please consult your departmental staff privacy notice for further details.

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