Guidance

Privacy policy for contract management

Updated 11 February 2021

© Crown copyright 2021

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This publication is available at https://www.gov.uk/government/publications/privacy-policy-for-contract-management/privacy-policy-for-contract-management

Your data

Purpose

Your personal data will be collected and kept in order for the Contract Management Capability Programme (CMCP) to engage, develop and accredit individuals involved in contract and supplier management activities. Your data will also be used to develop an appropriate training and accreditation offer for contract managers.

We will use data to contact you about relevant training and accreditation and networking events. We will keep records of your personal development and talent conversations to further provide assistance regarding talent and career planning.

We will also use your data to allow you to participate in our Knowledge Hub community.

The data

We will process the following personal data:

  • name
  • email address
  • job title
  • department
  • business unit/directorate
  • primary career anchor
  • contracts connected with and activities around contract and supplier management
  • opinions or any other information volunteered on Knowledge Hub

The legal basis for processing your personal data is: 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 it is that we are carrying out a project approved by the Civil Service Board to identify contract managers across central government and to train, assess, accredit and develop contract managers.

The project seeks to identify and engage with the population of contract management professionals across all functions. This will enable the programme to tailor a training and accreditation offer for all staff working in contract management and offer accreditation.

In addition, the Cabinet Office Government Commercial Function is responsible for significantly improving the value delivered through contracts for all staff involved in the management of contracts and suppliers.

Recipients

Data will be shared with the home department - Cabinet Office, Government Commercial Function - and members of the Contract Management Capability Programme, and our third party training providers, to offer individuals a tailored training and accreditation offer.

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 to us. It will also be shared with our data processors who provide a survey platform if we wish to carry out a survey of contract managers.

Our data analytics provider will have access to data for reporting purposes and data may in some circumstances also be shared with our accreditation platform provider to deliver the user’s assessment service. If you join our Knowledge Hub community then data will be shared with Knowledge Hub, and any public information you post will be shared with other users of Knowledge Hub.

Retention

We will keep your personal data for your length of employment in a government department and up to 7 years after leaving the Civil Service.

Automated decision making

For participants taking part in any GCF-associated accreditation, scores (derived from a series of online or face to face assessments) will be combined (using a predetermined algorithm) to generate an overall grade. The grade is then used to determine accreditation status or otherwise.

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

Details of the algorithms used are available upon request via (contact details) and a participant has right to obtain human intervention in the outcome, to express their point of view, and to contest the decision reached by automatic profiling

You have the right to object to the processing of your personal data.

International transfers

Because your personal data will be stored on our IT infrastructure, it will be stored securely outside the European Union. Where this occurs it will receive equal protection through reliance on Model Contract Clauses.

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.

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

For personal data shared in our Knowledge Hub community, Cabinet Office are joint data controllers with Knowledge Hub. For Knowledge Hub’s use of personal data please see their privacy statement.

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