Guidance

Privacy notice for the Policy Profession’s contact management database

Published 14 July 2022

© Crown copyright 2022

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-policy-professions-contact-management-database/privacy-notice-for-the-policy-professions-contact-management-database

Who we are

The Policy Profession is a UK cross-government unit under the umbrella of the Department for Education (DfE). For the purpose of data protection legislation, the DfE is the data controller for personal data processed as part of the Policy Profession’s contact management process.

How we use your information

We receive your personal data when you:

  • sign up for our communications or indicate that you’d like to receive them
  • register to participate in a learning event
  • respond to an opinion or feedback survey sent to you by us

The submission of personal data is entirely voluntary and will only be for Policy Profession communications.

The aim of this activity is to communicate with policy professionals and other civil servants about learning opportunities that are provided by us, other organisations and through the Policy Profession website.

This activity supports the development of better policy making and the promotion of best practice – benefitting policy makers.

The kind of personal data we’ll hold about you

The personal data we use for this project are your:

  • full name
  • email address
  • profession
  • department
  • grade
  • UK region of work
  • preferences for communication types or categories

Why our use of your personal data is lawful

For our use of your personal data to be lawful, we need to meet one (or more) conditions in the data protection legislation. For the purpose of this project, the relevant condition is Article 6(1)(a) - that you have given your consent.

Sharing your personal data

For the purpose of this project, we will not be transferring data to other organisations who are not part of the Policy Profession or our work. The personal data collected will be voluntarily given to the Policy Profession unit to receive our communications.

Eventbrite are our partners when collecting your personal data from events and surveys. Although we use Mailchimp to store your data, they do not have access to your data.

How long we’ll keep your personal data

DfE will keep your personal data until you unsubscribe from Policy Profession communications or until we receive 3 returned, undelivered emails. Every 12 months the Policy Profession will do a review to confirm your consent for subscribing to and receiving our communications.

Your data protection rights

More information about how the DfE handles personal information is available in the personal information charter.

Under the Data Protection Act 2018, you’re entitled to ask if we hold information about you and can ask for a copy of it. To do this you must make a subject access request.

You can do this using the DfE contact form.

Further information about your data protection rights is available on the Information Commissioner’s website.

Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you’re unhappy with our use of your personal data, let us know using the contact DfE pageand state the Policy Profession Mailchimp.

Alternatively, you have the right to raise any concerns with the Information Commissioner’s Office.

Contact information

If you have any questions about how your personal information is used, contact us and enter Policy Profession Mailchimp as a reference. For the Data Protection Officer (DPO) contact us using the same form and mark it for the attention of the ‘DPO’.

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