Guidance

Civil Service Human Resources (CSHR) Organisation Development Practice - Culture Connections - Privacy notice

Published 20 August 2021

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).

Civil Service Human Resources (CSHR) Organisation Design Practice is hosted by Cabinet Office.

We provide expert Human Resources (HR) services to our customers, Civil Service (CS) departments.

Your data

Much of the information we process will have been provided by you in correspondence with us when signing up to be part of the Culture Connections programme as you have an interest in organisational culture and in what you can do to work with it in a meaningful way. In some cases, your data may have been obtained by us from another Government department or other sources such as your manager.

In providing advice services or responding to correspondence, we may process the following personal data about you:

• Email address
• First name
• Last name
• Are you a civil servant?
• Department (you work for)

We will collect the information from you using the MailChimp system.

Purpose

Data will be collected to form our Culture Connections group, run by the Civil Service Organisation Development Practice. By signing up for the group members will receive regular updates as well as ad hoc emails from us. In these communications we will identify opportunities for involvement and ask individuals to contact us with feedback.

• To include their name and email on our mailing list for Culture Connections related emails
• To help us understand who our audience are so that we can tailor content accordingly
• To understand people’s motivations to sign up, this could inform the content that we include
• To understand how people heard about the Culture Connections, this could inform future communications from our team to wider Civil Service
• To understand which departments we are reaching well in order to understand engagement levels and which areas of the Civil Service our members have the potential to influence
• To identify which departments have low numbers subscribed, this could lead to engagement work with those departments
• To understand how many culture practitioners we are reaching through these communications, this could inform future communications with people across the Civil Service.

Legal basis of processing

The lawful basis for processing your personal data is that 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 controller.

We directly support Cabinet Office in delivering the priority of driving efficiencies and reforms that will make government work better. As part of our Civil Service HR function, we also support the government workforce and help departments and professions to build a modern, effective Civil Service.

Recipients

Your personal data may be shared with other Government departments where it is necessary for the performance of our functions as a Government Department or a function of the Crown. This will, in some circumstances, involve sharing special categories of personal data. Other Government departments that use CSHR Expert Services directorate agree to a Memorandum of Understanding that includes the protection of your personal data.

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.

We will use MailChimp as the IT system that will receive the data however, we may also use other service providers to track enquiries and process feedback surveys, in which case controls are in place to ensure your data is protected.

Retention

Your personal data will be kept for 18 months and retention beyond this period will then be reviewed on an annual basis.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, we will anonymise your personal information so that it can no longer be associated with you, in which case we will use such information without further notice to you.

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 personal data is stored on our IT infrastructure, and shared with our processors, including survey providers, 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 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 0303 123 1113 [email protected]

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: [[email protected]](mailto:[email protected])

Updates to this notice

If this privacy notice changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it, and under what circumstances we will share it with other parties.

Last updated: August 2021