Guidance

Talent Assurance Survey Privacy Notice

Updated 21 October 2022

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).

This document relates to the information we will collect during the Talent Assurance Surveys.

A full version of the privacy notice that covers the entire work of the Civil Service Talent can be found here: Civil Service HR Talent Privacy Notice

Your data

Purpose

The purpose for which we are processing your personal data is to conduct assurance work on talent management in the Civil Service. We would like to assess whether there are differences in talent management experiences across different groups and whether there are any areas of talent management that can be improved.

The data

We will collect the following data from you:

• your opinions;
• the activities you undertake in relation to talent management;
• your department
• your demographic information (including: age, gender, grade, location, working pattern, profession, ethnic background, and disability).

The information collected via this survey will, in most cases, be entirely anonymous. However, in some cases it may be possible to work out the identity of respondents by piecing multiple answers together. This is not the intention of the survey or the research, rather the focus is on general and collective issues raised by all participants and, if relevant, to provide specific targeted feedback to departments. In addition, only social researchers within the Analysis & Insight Team, have access to the Smart Survey user account that will be used to collect this data. The software’s ‘anonymous survey’ function, which means that the user names, passwords, email addresses and IP addresses of respondents will not be collected, will be enabled, as well as secure encryption to give us more confidence in the security of the data transfer process between the Analysis and Insight team as the account holders, and the lead in each department as the data provider.

The data downloaded from Smart Survey will be shared only with the Analysis & Insights team and the Resourcing and Pathways team. They will only share aggregated findings wider.

Legal basis of processing

The legal basis for processing your personal data is because 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 the assessment of the governments offer for talent; and because it is necessary for research and statistical purposes related to the assessment of our offer.

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 it is of data concerning ethnicity, religious or philosophical belief, health including disability, or sexual orientation, 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.

Recipients

Only a small number of Cabinet Office (CO) analysts in the Analysis & Insights team and a few members of the Resourcing and Pathways Team and Data Analysis team, will have access to the individual data collected during the online questionnaire. Your responses to the online questionnaire will be shared with our online survey provider (Smart Survey). Please note that the data you will provide could be included in a publication about the government talents scheme. Only aggregated and anonymised information will be included.

Retention

Data collected through survey will be retained for 4 years then it will be reviewed for disposal.

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.

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 an adequacy decision or the use of Standard Contractual Clauses or an 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 5AF

Tel: 0303 123 1113,

Email: 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

Tel: 0207 276 1234

or: Contact the Cabinet Office guidance

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.