Guidance

Privacy Notice for Civil Service Learning Community - CS Hub for Learning Group on Knowledge Hub

Published 7 May 2020

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).

1. Your data

Civil Service HR (CSHR) is bringing together the Group (public sector) of individuals and teams working to progress learning and development from across all government departments, professions, functions, Devolved Administrations, Non-Ministerial Departments, Agencies, Non-Ministerial Public Bodies and regional hubs such as Civil Service Local, Local Authorities, and all other areas of the public sector. This Group will exist on the Knowledge Hub platform and will be entitled the ‘CS Hub for Learning’.

1.1 Purpose

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

• to maintain a list of Group members
• to provide Groups on Knowledge Hub that will allow only CS Hub for Learning members to access, share, discuss, blog and collaborate on documents, events and information
• to operate a mailing list for members to contact one another and to create their own practitioner profiles, blogs and message boards
• to circulate content in text, video and audio form, including workforce and UK statistics, news items, research and reports training, presentations, webinars, departmental toolkits, learning and development documents, and legal guidance in the public domain
• to invite members to events and to circulate related information as appropriate
• to share career resources including development, job descriptions, coaching, mentoring, shadowing and guidance to support the capability of learning and development across the public sector.

Departments will be advised to not include any personal data in the documents that go onto KHub. Anyone uploading documents should comply with their departmental policies, and review the documents first. Copyrighted materials should not be uploaded.

1.2 The data

We will process the following personal data to maintain a list of members and operate the Group:

• Full name
• Employer
• Job title
• Work email (We will only accept email addresses from public-sector organisations)

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

We will also process any additional personal information that you choose to post to the Group including profile images.

We will use the following personal data to operate our mailing list:

• Work email address
• Employer
• Name
• IP address
• Inferred geo-location

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 CS Hub for Learning Group members or anyone else you choose to connect with on Knowledge Hub.

1.3 Legal basis of processing

For operating a list of members, for running the Knowledge Hub Group and for the mailing list 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 learning and delivery across the Civil Service through its Group of learning and delivery practitioners.

For web analytics or posted images and additional information volunteered we rely on your consent.

Sensitive personal data is personal data revealing:

• racial or ethnic origin
• political opinions
• religious or philosophical beliefs
• trade union membership
• 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

We do not collect sensitive personal information, but if you volunteer it on the Group (eg in a forum post, a blog, published meeting minutes or in the completion of your Knowledge Hub profile) our legal basis for processing your sensitive personal data is because you consent to us doing so.

1.4 Recipients

Some of your personal data will be shared with CS Hub for Learning Group members when you join or interact on the Knowledge Hub platform.

Your personal data will be shared by us with Knowledge Hub who operate the collaboration platform.

1.5 Retention

Your personal data will be kept by us for as long as you wish to be a member of the Group or on our mailing list.

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

In addition, a regular programme of cleansing data is carried out that removes inactive accounts.

If someone leaves the Public Sector and/or Civil Service but does not close their account, then the administrators of the CS Hub for Learning Group can remove them.

2. Your rights

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 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 may have the right to request that your personal data be 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.

2.1 Where the personal data is processed on the basis of consent:

You have the right to withdraw consent to the processing of your personal data at any time.

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.

3. International transfers

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

4. 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 CS Hub for Learning Group.

Cabinet Office are the data controller for use of data to operate a separate list of CS Hub for Learning 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, or 0207 276 1234, or publiccorrespondence@cabinetoffice.gov.uk.

The contact details for the Cabinet Office’s Data Protection Officer are: Stephen Jones, Data Protection Officer, Cabinet Office, Room 405, 70 Whitehall, London, SW1A 2AS, or dpo@cabinetoffice.gov.uk.

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

5. 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, or 0303 123 1113, or casework@ico.org.uk. Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.