Guidance

Organisational Development Practice privacy notice

Updated 7 March 2023

© Crown copyright 2023

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/organisational-development-and-design-odd-privacy-notice/organisational-development-and-design-odd-network-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

The data

We will process the following personal data:

  • Name
  • Email Address
  • Department/Organisation
  • Job Role
  • Grade
  • What Civil Service OD&D programme you’ve done
  • Location (only required for event purposes and not retained after the event)
  • Dietary Requirements (only required for event purposes and not saved anywhere)
  • Accessibility Requirements (only required for event purposes and not retained after the event)

We will also collect data on your use of the Knowledge Hub website via web analytics.

If you so choose, when completing your Knowledge Hub profile you will have the opportunity to also share your social media addresses, telephone number, interests and skills. This, along with your name, email and employer will be viewable by other Knowledge Hub OD&D Group members or anyone else you choose to connect with on Knowledge Hub.

Purpose

Civil Service HR (CSHR) is bringing together the Group (public sector) of individuals and teams working to progress Organisation Development & Design (OD&D) from across all government departments, professions, functions, Devolved Administrations, Non-Ministerial Departments, Agencies and Non-Ministerial Public Bodies. This Group will exist on the Knowledge Hub platform and will be entitled the ‘Civil Service Organisation Development & Design Network’. This network group list will be held on Mailchimp for those that opt into newsletters. Anyone that opts into any of our services will have their data recorded on our central contact list database.

The purpose for which we are processing your personal data are:

  • to maintain a list of group members that are using our services
  • to provide a regular newsletter which shares events, information, opportunities & articles that supports building a bigger community & increasing capability
  • to provide a group on Knowledge Hub that will allow only OD&D members to access, share, discuss, blog and collaborate on documents, events and information
  • to get a better understanding of who is interested in and/or working in the OD&D profession. This includes where they are currently working and at which grade & indication of capability level in relation to our OD&D programme offer
  • to ensure we know who specifically has access to our OD&D activities such as our Knowledgehub group & opted into our newsletter. We also use it to invite you to other networking events such as OD&D webinars and annual large OD&D network events
  • If you have completed any of our OD&D programmes, we will hold this data to ensure we can measure the impact of our programmes, and provide evidence to departments as to value for money in the OD&D capability space.

The legal basis for processing your personal data because you consent to us doing so. You will need to opt into the services you receive, e.g. mailchimp form for our newsletter & registration to Khub to get into our page.

We process sensitive personal data on dietary requirements. We will only request this data for events, to ensure we are meeting your requirements. The legal basis for processing this sensitive personal data is because you consent to us doing so.

For holding a central contact list database, operating a list of members opted into our mailing list and a list of those that joined our Knowledge Hub Group, 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 Civil Service Human Resources’ function to promote Organisation Development & Design across the Civil Service through its Group of OD&D practitioners and network members.

Recipients

Your personal data will be possibly shared by us with:

  • Government departments & ALBS - Departments & Heads of OD&D teams may approach us for statistics/further information in regards to people on our distribution list and/or capability data
  • Our data processors who provide mailing list management, email, and document management services to us (because your information will be stored on our IT infrastructure).
  • KnowledgeHub, if you join our group there.

Retention

Your personal data will be kept by us for 1 year, however we will be regularly reviewing our network list to ensure it is up to date. We will cleanse the network on an annual basis. If you opt out of our services, we will remove you from all our channels and ensure all data is deleted.

Members can delete their Knowledgehub account or request that their account be deleted, and Knowledge Hub states that any personal data will be permanently deleted within 24 hours of this action.

If someone leaves the Civil Service, all of their data will be deleted.

The only data we keep a record of is our capability programme data, however we are able to remove the data which identifies the individual.

Your rights

You have the right to withdraw consent to the processing of your personal data at any time. To do this, you just need to email [email protected] letting us know that you’d like to be removed from our contact lists.

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 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,, 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, the use of Standard Contractual Clauses, or a UK International Data Transfer Agreement.

Where we pass data to our data processor who provides event booking services your data will be transferred to the USA, but it will receive equivalent legal protection through the use of Standard Contractual Clauses, or a UK International Data Transfer.

Data shared with Knowledge Hub will be stored in the UK.

Contact details

Knowledge Hub are the data controller for information provided to create an account on Knowledge Hub. The Cabinet Office and Knowledge Hub are joint controllers for any personal data used in the OD&D Network Group.

Cabinet Office are the data controller for use of data to operate a separate list of OD&D Group members held on their IT, and for operation of the mailing list.

The contact details for the Cabinet Office are:

Cabinet Office 70 Whitehall London, SW1A 2AS Phone: 0207 276 1234 Contact form:https://www.gov.uk/guidance/contact-the-cabinet-office

The email for the Cabinet Office’s Data Protection Officer is:[email protected]

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

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 Phone: 0303 123 1113 Email: [email protected]

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

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