Guidance

The Private Office of the Government Chief People Officer (GCPO) privacy notice

Published 25 May 2018

© Crown copyright 2018

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/the-private-office-of-the-government-chief-people-officer-gcpo-privacy-notice/the-private-office-of-the-government-chief-people-officer-gcpo-privacy-notice

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 ensure effective oversight and management of the HR function on behalf of the Government Chief People Officer and Chief Operating Officer.

This includes recruitment exercises in which the Government Chief People Officer or Chief Operating Officer are on the panel, and the holding of information about individuals who wish to be considered for future HR roles.

The data

If you apply for a post or submit a CV or statement we will process any of the following personal data:

  • personal names (Forename(s) and Surname)
  • department
  • work pattern
  • job role and title
  • career history
  • year in Role
  • year in current grade
  • education history
  • qualifications and certificates (CIPD membership)
  • salary
  • talent grid assessment
  • succession and emergency cover information
  • biographies of SCS and Grade 6 and 7
  • CVs and applications for centralised recruitment campaigns.
  • cover scheme applications/contact details for private office.
  • applications to HR Accelerated Development Scheme(s).

Diversity and Inclusion information for members of the HR Function including:

  • gender
  • ethnicity
  • sexual orientation
  • age
  • disability
  • religion
  • caring responsibilities

The legal basis for processing your personal data is so that we can take steps, at your request, prior to entering into an employment contract.

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, such as 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; the exercise of a function of either House of Parliament; or the administration of justice. It is necessary to support the effective running, resourcing and management of the cross government HR Function.

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 necessary for the purposes of performing or exercising our obligations or rights as the controller, or your obligations or rights as the data subject, under employment law, social security law or the law relating to social protection, and we have an appropriate policy document in place [reasonable adjustments at interview].

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.

Recipients

Your personal data will be shared by us with the CSHR Team and members of the HR function and individuals in relation to career progression to make introductions as requested by you.

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

Your personal data will be kept by us for a period of 1 year after the conclusion of a recruitment exercise, and 2 years in respect of information submitted by those wishing to be considered for roles that may come up.

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
  • request that any inaccuracies in your personal data are rectified without delay
  • request that any incomplete personal data are completed, including by means of a supplementary statement
  • 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
  • object to the processing of your personal data where it is processed for direct marketing purposes
  • object to the processing of your personal data
  • request a copy of any personal data you have provided, and for this to be provided in a structured, commonly used and machine-readable format

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 European Union. Where that is the case it will be subject to equivalent legal protection through the use of 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

Email: 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

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