Privacy Notice (ODP Unit)
What you can expect us to do with your personal information when making contact with us or using our services
Privacy Notice for the ODP Central Team
ODP and Your Data
Who are we?
We are the Operational Delivery Profession (ODP) Unit, a cross-government profession located in HMRC and DWP. Data will be shared across both parts of the team. HMRC will act as the main data controller. For more information about us and the work we do, you can visit GOV.UK/ODP.
Our Privacy Commitment
We respect and value personal data and your rights made under Article 13 of the General Data Protection Regulation (GDPR). We are committed to protecting the personal information which we collect, use and/or process, in accordance with the requirements under the GDPR. For this purpose, we implement reasonable and appropriate security measures to maintain the confidentiality, integrity, and availability of such personal information.
The data we collect
Depending on the ODP service you are using we will collect and process the following personal data:
- Your sensitive personal information, for example, gender, ethnicity, disability. This information supports our diversity and inclusion information such as, reasonable adjustments and accessibility. This information enables us to monitor diversity outcomes, identify gaps and offer additional support and opportunities to specific groups, report on the outcomes of specific groups and ensure there are no adverse effects on any groups in relation to our activities.
- Your personal and/or work contact details, for example, name, phone number and email address, line managers details.
- Your role assignment details, for example, grade, grade tenure, organisation, job role, location, profession, directorate.
- Details relating to our services, for example, your career history, career aspirations, development needs, and learning undertaken such as qualifications, apprenticeships, mentoring, work shadowing, leadership programmes, interchange, and attendance at learning events both face-to-face and virtual.
- Your user feedback, for example, learning evaluation feedback that you provide and any survey responses.
- Photographs and videos from our events/workshops, audience Q&A sessions and webinars.
Purpose for collecting this data
We collect, use and/or process personal information for the purposes of providing better services to the Operational Delivery Profession and to members of our profession. These services include:
- ODP website including Listr (mentoring, coaching and buddying tool).
- Learning/development opportunities for example, qualifications, apprenticeships, talent, AA-SEO development programme, Operational Delivery Fast Stream.
- Selection, delivery and evaluation of the OpDel Excel Development Programme.
- Capability monitoring and research.
- Marketing of job vacancies & job shadowing opportunities within ODP.
- Marketing of ODP Events.
- Production of management information.
- Sharing your biography information with departments for the purpose of recruitment and general talent management.
- To improve the fairness and quality of our services and Operational Delivery Fast Stream final selection boards to ensure assessors are diverse.
How we collect the data
We collect personal information electronically via (not limited to) email, the ODP website, Listr, ODP Biography and from suppliers for example apprenticeships and qualifications.
We will dispose or delete personal information in a secure manner if such personal information is not, or is no longer, necessary for our services.
Legal basis of processing
The legal basis for processing your data is that it is necessary for the performance of a task, which is carried out in the public interest or in the exercise of official authority vested in the controller. In this case, that it is our function to undertake data collection and storage activities to meet the requirements of our cross-government Head of Profession and key stakeholders across government.
Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, disability 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.
This is necessary for protection under the Equality Act 2020 to prevent discrimination in employment.
The legal basis for processing your sensitive personal data is:
- it is necessary for the purposes of performing or exercising our obligations or rights as the controller, or the data subject’s obligations or rights, under employment law, social security law or the law relating to social protection, that is, public sector equality duty.
The legal basis for processing your sensitive personal data relating to diversity characteristics is:
- 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
Personal data will be shared by the ODP Unit with your department, cross government stakeholders and suppliers/providers. Currently these are:
- Vacancy holders.
- Talent and development programme leads.
- Cross government stakeholders such as, ODP Heads of Profession, Heads of Talent, Heads of Place.
- Governance bodies such as our Senior Leadership Committee, relevant wider Permanent Secretaries
- Central HR teams such as Fast Stream & Emerging Talent team, Civil Service learning and others.
- Our IT provider(s) and our external learning providers and delivery partners.
Your personal data will be stored on our IT infrastructure and will be shared with our data processors, these are:
Our IT provider(s) who provide:
- email, document management and storage services
- survey services
- booking services
- mailing list management services
Retention
Management information which can include qualification and learning activities and some relevant personal data will be retained by the ODP Unit for the period allowed under the applicable laws and regulations, including but not limited to the GDPR. We shall immediately destroy or dispose in a secure manner any personal information the retention of which is no longer allowed under the said applicable laws and regulations. After 5 years, your data will be deleted unless you have given your consent for it to be retained.
Your personal data will be shared by us with our 3rd-party suppliers, who will retain your data for the duration under the applicable laws and regulations, including but not limited to the GDPR. We shall immediately destroy or dispose in a secure manner any personal information the retention of which is no longer allowed under the said applicable laws and regulations.
Your rights
Right to access - You have the right to request information about how your personal data is processed, and to request a copy of that personal data. 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.
Your right to rectification - 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 is completed, including by means of a supplementary statement.
Your right to erasure - You have the right to request that your personal data is erased if there is no longer a justification for it to be processed.
Your right to restriction of processing - You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.
Your right to object to processing -You have the right to object to the processing of your personal data where it is processed for direct marketing purposes.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
How we store information
Only authorised members of the ODP Unit are granted access to the personal information which we collect. Personal information collected via electronic methods is stored in a secure database, in the event that physical records of personal information are produced or collected, they are stored in locked filing cabinets.
Third Parties
We will not share your personal information with third parties unless necessary for the above-mentioned purposes and be limited to the recipients stated above. Personal information shared with such third parties shall also be covered by the appropriate agreement to ensure that all personal information is adequately safeguarded.
Retention Period
We retain personal information collected only for the period allowed under the applicable laws and regulations, including but not limited to the GDPR. We shall immediately destroy or dispose in a secure manner any personal information the retention of which is no longer allowed under the said applicable laws and regulations.
Responsibility and Right to Access, Correct or Erase
You are responsible for the accuracy and correctness of any personal information you provide to us, as well as for the consequences of disclosing your personal information and failure to provide the accurate, correct and updated personal information.
You have the right to access, correct or update, and to erase the personal information, which you provided and which we collected and stored, in accordance with the conditions and requirements under the GDPR.
- To correct or update such personal information, please update your personal information on the ODP website and Listr tool: www.odp.civilservice.gov.uk
- To resubmit personal information for apprenticeships, qualifications, the Operational Delivery Fast Stream Final Selection Board assessor details or other services please email: [email protected]
- To request that your personal information is erased, please use the facility in the ‘General’ guidance section of the Biography, or make a request by email to [email protected] We will contact you within 30 days with confirmation that your personal information has been erased.
Your rights in connection with personal information
Under some certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. If you wish to do so you should follow our subject access request guidance
You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
You can contact the ICO:
- By telephone: 0303 123 1113 (local rate)
- By email: [email protected]
- Online (link is external)
Alternatively, you can write to:
The Information Commissioner Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
###Changes to this privacy notice We keep our privacy notice under regular review and reserve the right to make changes when necessary.
This privacy notice was last updated on 23rd of November 2023.
Updates to this page
Published 23 November 2023Last updated 27 November 2023 + show all updates
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Privacy notice updated.
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First published.