Guidance

OneHR privacy notice

Updated 31 October 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: [email protected].

Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.

This publication is available at https://www.gov.uk/government/publications/how-the-civil-service-uses-the-onehr-platform-to-store-data/onehr-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).

The One HR platform is a collaboration and document sharing website used by Human Resources (HR) professionals in the Civil Service. It is administered by Civil Service Employee Policy, part of the Civil Service Human Resources function.

Civil Service Employee Policy provides expert Human Resources (HR) services to our customers, Civil Service departments.

1. Your data

Much of the information we process will have been provided by you when registering to access the OneHR website.

We may process the following personal data:

  • name
  • user ID
  • professional contact details
  • information about your job role including department, specialism, job title and professional background
  • work pattern
  • location
  • IP address
  • profile image
  • comments and opinions on forum pages

1.1 Purpose

We are processing your personal data for the purpose of providing access to our expert HR products and services.

As an expert HR service, we support the government workforce and help departments and professions to build a modern, effective Civil Service.

We will never process your data where the interests are overridden by your own interests.

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.

Where you upload your own profile image, we process this data on the basis you consent to us doing so.

1.3 Recipients

The personal data you add will be shared by us with:

  • other OneHR users from other government departments
  • IT and Hosting suppliers for the OneHR and e-PIMS application, including the Office of Government Property

For the purpose of measuring usage statistics, we may download data that includes your user ID, email address and IP address. As this will be stored on the Civil Service Employee Policy IT infrastructure, it will also be shared with our data processors who provide email and document management and storage services to us.

1.4 Retention

Your personal data will be erased upon notification that you have left the Civil Service, or changed roles where access is no longer required. We will also erase your personal data if your account is inactive for a period in excess of 12 months. Our records will be updated in line with these retention periods on an annual basis.

2. International transfers

Our contracted OneHR suppliers will not store your data outside the UK.

As some personal data may be downloaded to the Civil Service Employee Policy IT infrastructure, and shared with our processors, it may be transferred and stored securely outside the European Economic Area. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.

3. Your rights

You have the right:

  • to withdraw consent to the processing of your profile image at any time
  • 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
  • to object to the processing of your personal data

4. 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 protected]

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

5. 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]

6. 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: October 2018

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