Guidance

Civil Service Job Share Finder privacy notice

Updated 14 June 2019

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

The purposes for which we are processing your personal data is because personal details are required to:

• register on to the Job share finder site
• complete the diversity questionnaire when making a site registration. The information is anonymised to ensure * * that registrants cannot be identified when completing the form
• create a site profile allowing other site users to ascertain if people would make a good job share partner
• submit an enquiry to the administration team, for example, trying to resolve registration issues

The data

We will process the following personal data:

Mandatory data:

• name
• departmental email address (for secure registration)
• personal email address (for correspondence)
• grade
• current Department worked in
• role
• region

Optional data:

• government profession
• photo of site user
• policy area specialised in
• LinkedIn profile URL link
• diversity data (this is collected anonymously):
• gender
• sexual orientation
• ethnicity
• disability
• age
• religion

Legal basis of processing

The legal basis for processing your personal data is:

It is necessary in order to take steps at the data subject’s request prior to entering into a contract – the data subject is looking to change work from existing contracted pattern, for example, full time or part time, to job share work pattern and is seeking a partner to progress this action.

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. The Civil Service Job Share Finder supports the aims and objectives of the Civil Service Workforce Plan and Civil Service Diversity and Inclusion plan by being a service which helps to retain civil servants who require flexible work conditions to maintain and develop their careers in the organisation.

Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, 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. The legal basis for processing your sensitive personal data is that processing is of a specific category of personal data and it is necessary for the purpose of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people.

Recipients

Your personal data will be shared by us with:

• other site users: personal data is used in profiles made by site users to share with other site users
• the Civil Service Job Share Finder IT Provider as the data processor

Retention

We retain your personal data for the period that you are an active user of the site.

The length of this period is specific for each job sharer and is based on their requirements and requests for the data to be kept active.

Users who have not accessed their account in 6 months will be sent an email reminder that they need to do so. If they do not access their account within 12 months, then the account will be made inactive. This status allows you the option of account reactivation.

If you have not reactivated your account within 24 months (2 years) then your account will be deleted. This will remove all your personal data from the site. You can make your account inactive or delete it at any time.

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

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

Public Enquiries: Online Contact Form

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

The contact details for the data controller’s Data Protection Officer are: dpo@cabinetoffice.gov.uk

Updates to this notice

If this privacy notice changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect, how we use it, and under what circumstances we will share it with other parties.

Last updated: June 2019