Guidance

Privacy Notice for the Going Forward into Employment project

Published 31 October 2018

© Crown copyright 2018

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-the-going-forward-into-employment-project/privacy-notice-for-the-going-forward-into-employment-project

1. Your data

1.1 Purpose

The purpose for which we are processing your personal data is to deliver and evaluate the Going Forward into Employment pilot by identifying and tracking employees throughout their Fixed Term Appointment (FTA) contract.

In addition, contact will be made with employees and line managers of as part of the evaluation exercise. If you leave the pilot, we will collect information from you about your experience of the pilot. We will also collect data for equality monitoring purposes.

1.2 The data

We will process the following personal data:

Employees:

  • name
  • email address
  • staff number
  • pay
  • grade
  • department
  • job role
  • start date
  • age
  • gender
  • work pattern
  • ethnic group
  • disability status
  • sexual orientation
  • leaving date

We will also collect information on:

  • your latest offence
  • licensing conditions
  • other relevant information that your line manager needs to know that could affect your participation in the pilot. For example, community orders, home situation, probation appointments etc.

Where you leave the programme, we will collect your opinions through a survey.

Line Managers and buddies:

  • name
  • email address

The legal basis for processing your personal data is that 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 to deliver pilot a project aimed at improving the inclusiveness of the Civil Service as an employer.

The legal basis for our processing your sensitive personal data in relation to ethnic group, disability status, and sexual orientation 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 people with a view to enabling such equality to be promoted or maintained
  • it is necessary for statistical purposes, and it is in the public interest

The legal basis for processing your data about criminal convictions is that it 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. In this case, that is improving the inclusiveness of the Civil Service as an employer.

1.4 Recipients

Your personal data will be shared by us with:

Your employing department prior to employment to enable pre employment checks to be undertaken

Buddies – who are supporting employees and managers through initial employment.

Where you are asked to complete a survey, your data will be shared with our IT supplier who provides survey 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

As the pilot is due to last for two years (length of the FTA contract) the evaluation and tracking will continue for the duration. Therefore your personal data in relation to this pilot will be kept for at least two years.

Once the two years has passed and the evaluation has been completed the data will be anonymised and retained.

Where your personal data was not obtained from you: Your personal data has been obtained by us from HM Prison & Probation Services or your department HR function.

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
  • 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 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

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

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