Guidance

Privacy Notice for T Level Placements

Published 13 July 2021

© Crown copyright 2021

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This publication is available at https://www.gov.uk/government/publications/privacy-notice-for-t-level-industry-placements/privacy-notice-for-t-level-placements

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).

Your Data

Purpose

  • to collect data about T level students so that we can match them to work placements in the Civil Service
  • to manage the placement of students, including responding to queries and questions
  • to deal with any complaints or legal claims arising out of work placements
  • to conduct security and criminal records checks
  • to monitor diversity and inclusion
  • alumni activity to track outcomes for ex students, which involves sending surveys and inviting them to speak or to networking events
  • networking activity such as visits to the Houses of Parliament, Churchill War Rooms and opportunities for dispersed industry placement students to meet each other (welcome events, graduation events etc).

The data

We will process the following personal data: name, email address, home address, place of birth, national insurance number, bank details (for ID verification), passport number, images (for ID verification and security passes), educational establishment, course details, age, gender, racial and ethnic origin, and special educational needs.

The legal basis for processing your personal data is that processing 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 the management and placement of students in the Civil Service.

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.

The legal bases for processing your sensitive personal data about health and diversity, and criminal records data, are:

  • 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, social security law or the law relating to social protection [reasonable adjustments under Equality legislation]
  • processing is necessary for reasons of substantial public interest for the exercise of a function of the Crown, a Minister of the Crown, or a government department. This relates to criminal records and security checking
  • processing is of data concerning ethnicity, religious or philosophical belief, health including disability or sexual orientation, 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 people with a view to enabling such equality to be promoted or maintained
  • It is necessary for archiving purposes, scientific or historical research purposes for statistical purposes, and it is in the public interest [the compilation of diversity statistics about T level placements]

Recipients

Your personal data will be shared by us with other government departments are public bodies for the purposes of making and managing a placement. It will also be shared with your educational establishment where necessary.

Your data will also be shared in anonymous aggregate form only with the Department for Education so they can monitor the effectiveness of the scheme.

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.

Retention

Your personal data will be kept by us for 2 years and 6 months. This time period covers the period of your placement and any networking or alumni activity.

Where personal data have not been obtained from the you

Your personal data were obtained by us from your educational establishment.

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.

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.

Contact Details

The data controllers for your personal data is the Cabinet Office and the organisations that host placements acting jointly. The contact details for the lead data controller are:

Cabinet Office
70 Whitehall
London
SW1A 2AS

Telephone: 0207 276 1234

Email: publiccorrespondence@cabinetoffice.gov.uk

The contact details for the lead data controller’s Data Protection Officer are:

Stephen Jones
Data Protection Officer
Cabinet Office
70 Whitehall
London
SW1A 2AS

Email: dpo@cabinetoffice.gov.uk

The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.

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

Email: 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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