Guidance

Privacy Notice for the Going Forward into Employment scheme

Updated 18 July 2024

© Crown copyright 2024

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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

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

The purpose(s) for which we are processing your personal data is to deliver the Going Forward into Employment scheme  by identifying and tracking employees throughout their Fixed Term Appointment (FTA) contract. We will also collect data for equality monitoring purposes. 

The data

We will process the following personal data: 

Employees – name, email address, grade, department, job role, start date, age, gender, work pattern, office location,  ethnic group, disability status, sexual orientation, socio-economic background and leaving date. If relevant, we will also collect information on your latest offence, licensing conditions, care experienced background, personal caring responsibilities and other relevant information that your line manager needs to know that could affect your participation in the programme e.g community orders, home situation, probation appointments etc.

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 a Social Mobility scheme aimed at improving the inclusiveness of the Civil Service as an employer, and to comply with our Public Sector Equality Duties.

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  (para 8, sch.1, Data Protection Act 2018)
  • it is necessary for statistical purposes, and it is in the public interest (para 4, sch.1, Data Protection Act 2018)

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 (para 6, sch.1, Data Protection Act 2018) . In this case, that is improving the inclusiveness of the Civil Service as an employer. 

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 – if you choose to be supported by a buddy, we will share your contact details with them
  • 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

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

As the programme supports Fixed Term Appointments of up to two years, tracking of candidates’ progress will continue for the duration. Therefore your personal data in relation to this programme will be kept for at least two years.

Once the two years have passed the data will be anonymised and retained indefinitely. 

Where your personal data was not obtained from you

We typically collect personal information about candidates, either directly from candidates or from a third party such as HM Prison & Probation Services, a referring/partner organisation or other government departments. 

Your rights

  • You have the right to request information about how your personal data is 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 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 an adequacy decision, or a UK International Data Transfer Agreement.

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 5A,

or 0303 123 1113, or icocasework@ico.org.uk.  Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts. 

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

or 0207 276 1234,  Contact the Cabinet Office

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. 

Subject Access Request - (SAR)

The right of access, commonly referred to as subject access, gives individuals the right to obtain a copy of their personal data, as well as other supplementary information. It helps individuals to understand how and why a company/organisation is using your data, and to check that the company/organisation is doing it lawfully. 

If you are wanting to submit a SAR for your time with GFIE, please contact GFIE@cabinetoffice.gov.uk who will provide more information to assist you.

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