Guidance

Process Intelligence privacy notice

Updated 29 July 2025

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 UK General Data Protection Regulation (UK GDPR). 

Your data

Purpose

The purpose(s) for which we are processing your personal data are: 

• To transform and modernise the back office of government, champion the use of smarter, cheaper, faster systems and processes, to create an interoperable Civil Service. 
• To achieve this we will harness modern technology to deliver value for the taxpayer, improved experience for users and increased opportunities through harmonised data. 
• This means embracing automation, AI and digital innovation to standardise, optimise and improve processes. 
• Optimising and automating our processes will reduce time spent on manual, repetitive tasks, freeing us up to focus on more interesting, value-add activities.
• We may use the data from processes that you have worked on to understand pinchpoints and bottlenecks along with any good practice to lead to efficiency recommendations. Although the data is anonymised and pseudonymised  there may be occasions when individuals are identifiable from this data.     

The data

We will process the following personal data: 

This shall be done by the department anonymising any personal data, or, by providing the data to GRID who will action the anonymisation of any personal data. Some data may be pseudonymised rather than fully anonymised. In that case, access to the linking materials that could identify anyone from the data would be carefully controlled by the data owning department.

Legal basis of processing 

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 that is to harness modern technology to transform and modernise the back office of government and champion the use of cheaper and more efficient processes.

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 basis for processing your sensitive personal data is: 

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; the exercise of a function conferred on a person by an enactment; or the exercise of a function of either House of Parliament. To transform and modernise the back office of government by developing more efficient and cheaper processes to create an interoperable Civil Service.

It is necessary for archiving purposes, scientific or historical research purposes or statistical purposes, and it is in the public interest by harnessing modern technology to deliver value for the taxpayer, improved experience for users and increased opportunities through harmonised data.

Recipients

Your personal data will be anonymised or pseudonymised by the data owning department, or GRID, prior to being uploaded to Celonis. 

Your personal data were obtained by us from the department who will anonymise or pseudonymise any personal data, or, by providing the data to GRID who will action the anonymisation of any personal data. Some data may be pseudonymised rather than fully anonymised. In that case, access to the linking materials that could identify anyone from the data would be carefully controlled. This data  will be retained by Celonis for 30 days after the contract expires.

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 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 where it is processed for direct marketing purposes. 

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

International transfers

As your data will be shared with our supplier, Celonis, who provides the Process Intelligence services to us, the data is stored securely in the Azure Cloud within the UK.

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

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, or you can use this webform. 

The contact details for the data controller’s Data Protection Officer are: ssfg-relationship-managers@cabinetoffice.gov.uk. 

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