Statutory guidance

Privacy notice: Civil Service People Survey dashboard users

Updated 3 September 2024

Aggregate People Survey results, including unit and organisation response rates, will be presented through a series of digital dashboards, managed by the Cabinet Office, and hosted on their independent survey supplier’s platform (Qualtrics). The Survey Manager(s) in each participating organisation will be responsible for deciding who within their organisation can see the dashboards, and collating and maintaining a list of employee names and email addresses for permitted dashboard users. This notice sets out how dashboard users’ data will be used by the Cabinet Office to provide access and their rights under the UK General Data Protection Regulation (UK GDPR).

1. Data

The Cabinet Office and their survey supplier will process the following data supplied by your organisation:

• your name
• the organisation you work for
• your email address

2. Purpose

The purpose for which the Cabinet Office is processing your personal data is to grant you access to a digital dashboard containing your organisation’s People Survey response rates and/or results.

2.1 Legal Basis

The legal basis for processing your 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 data controller. Understanding civil servants’ feelings about working in the Civil Service can inform decisions taken to improve these experiences, and ultimately organisation performance. It is also important to know if groups of staff with specific characteristics have a better or worse experience of working for the Civil Service, so that appropriate action can be taken to level this experience.

3. Recipients

Your data will be shared by your organisation with the Cabinet Office and their independent survey supplier who manage and host the People Survey dashboards respectively.

Survey Managers from the largest participating organisations will have access to a results dashboard roles interface, where they can upload new users, change permissions for users in their organisation, and remove users who have moved on or no longer wish to have access. They will be able to see the list of names and email addresses uploaded by other Survey Managers, but instructed not to edit, access or share this information.

4. Retention

Each participating organisation is responsible for ensuring that their dashboard user access list is up-to-date.

Your data will be retained until 1 April 2026, unless:

• You notify your organisation’s survey manager that you no longer wish to access the dashboards
• Your organisation’s survey manager notifies the Cabinet Office or their survey supplier that you should no longer have access to the dashboards

If either of these events occur, your data will be deleted from the dashboard platform within 10 working days from the point of being notified.

5. 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 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.

6. International transfers

As your personal data will be stored on Cabinet Office IT infrastructure it may be transferred and stored securely outside the UK. On occasion the survey supplier (Qualtrics) may store your data on their platform based in Frankfurt, Germany. Where either of these are the case it will be subject to equivalent legal protection through the use of Model Contract Clauses or an adequacy decision.

7. Complaints

If you consider your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator ([email protected]). Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

8. Contact details

Cabinet Office is the data controller for your data ([email protected]).The Cabinet Office’s Data Protection Officer is Stephen Jones ([email protected]). The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.