Guidance

Cabinet Office Ministerial Diaries privacy notice

Updated 1 April 2021

© Crown copyright 2021

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: psi@nationalarchives.gov.uk.

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/cabinet-office-ministerial-diaries-privacy-notice/cabinet-office-ministerial-diaries-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

Purpose

When you contact us about a ministerial meeting, send an invitation to ministers, or attend a meeting with ministers, the purposes for which we are processing your personal data are:

  • to consider incoming invitations and meeting requests
  • to keep a record of who ministers have met (and who they have declined to meet)
  • to record minutes of meetings where appropriate
  • to contact attendees to follow up on any meeting or meeting request
  • to fill out the quarterly transparency forms detailing what meetings minister have had and on what topic
  • to manage engagement with the business community (as set out in the Business Partnerships Team Privacy Notice)

The data

We will process some or all of the following personal data:

  • name
  • organisation
  • email address
  • work addresses
  • phone numbers
  • nature of meeting
  • date of meeting
  • opinions expressed at meeting

The legal basis for processing your personal data is that 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 it is the responsibility of a Minister of the Crown to meet and consult with whom they choose in exercising their official duties.

Recipients

We will share your data with constituency offices where it is necessary for diary management purposes, or where the meeting relates to constituency matters.

We will share your data with political parties where the matter is political in nature.

Names, organisation, job titles, date of meeting and nature of meeting will be published in the quarterly transparency return.

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.

Business engagements will be shared with the Business Partnerships Team as set out above.

Retention

Your personal data will be kept by us indefinitely. Ministerial diaries are selected for permanent preservation and transfer to the National Archives in line with the Public Records Act 1958. Transparency publications are also available indefinitely.

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
  • request that any inaccuracies in your personal data are rectified without delay
  • request that any incomplete personal data are completed, including by means of a supplementary statement
  • 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
  • object to the processing of your personal data where it is processed for direct marketing purposes
  • object to the processing of your personal data

International transfers

As your personal data is stored on our IT infrastructure, and shared with our data processors, 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
 
Telephone: 0303 123 1113
Email: casework@ico.org.uk

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
 
Telephone: 0207 276 1234
Email: publiccorrespondence@cabinetoffice.gov.uk

The contact details for the data controller’s Data Protection Officer are:

Email: dpo@cabinetoffice.gov.uk

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

Back to top