Guidance

Civil Service Languages Network and Cabinet Office

Published 30 November 2023

This privacy policy will explain how our organization uses the personal data we collect from you when you sign up to the Civil Service Languages Network (hereafter “CSLN”).

Topics:

• What data do we collect?
• How do we collect your data?
• How will we use your data? (Purpose)
• How do we store your data?
• What are your data protection rights?
• Privacy policies of external links
• Changes to our privacy policy
• How to contact us
• How to contact the appropriate authorities

What data do we collect?

CSLN collects the following data:

• Contact information (Name, email address, employer)
• Region that you are based in
• Language group you are part of
• MailChimp collects on our behalf additional personal data on IP address, whether emails are opened and links clicked, and inferred geo-location.

Our lawful basis

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information is your consent. You are able to remove your consent at any time. You can do this by contacting languages.network@faststream.civilservice.gov.uk

You directly provide CSLN with the data we collect. We collect data and process data when you:

• Register online via our sign up form
• Voluntarily complete a survey or provide feedback on any events or via email.

How will we use your data? (Purpose)

CSLN collects your data so that we can:

• Manage your Network account and connect you with the languages communities you are interested in.
• Email you with information and events related to those language communities which you have expressed an interest in.
• Collect survey responses or feedback

How do we store and share your data?

CSLN securely stores your data in a controlled-access spreadsheet, which is held at OFFICIAL only. Each Committee is sent a copy of their membership list on a fortnightly basis, which is also held in a controlled-access spreadsheet. Only the Language(s) Committee, and the Central Management Team will have access to your information.

As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide mailing list management, and email and document management and storage services to us.

CSLN will keep your registration until you notify us you no longer wish to be sent emails from us; or we receive a bounce-back email from your account notifying us you have left your departmental role. We will then delete the information held on you in our systems. This may however take a short period of time to execute given the volunteer nature of the organisation.

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 reliance on Standard Contractual Clauses.

What are your data protection rights?

CLSN would like to make sure you are fully aware of all of your data protection rights. These are:

The right to withdraw your consent – You can withdraw your consent for us to process your data at any time.  

The right to access – You have the right to request CSLN for copies of your personal data.

The right to rectification – You have the right to request that CSLN correct any information you believe is inaccurate. You also have the right to request CSLN to complete the information you believe is incomplete.

The right to restrict processing – You have the right to request that CSLN restrict the processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that CSLN transfer the data that you have provided to us to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: languages.network@faststream.civilservice.gov.uk

Privacy policies of external links

Our privacy policy applies only to CSLN’s work, so if you click on a link to another website, you should read their privacy policy.

How to contact us

If you have any questions about our privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: languages.network@faststream.civilservice.gov.uk  

How to contact the appropriate authority

Should you not be satisfied, or wish to make a complaint, 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

or 0207 276 1234,

or https://www.gov.uk/guidance/contact-the-cabinet-office

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

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

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 icocasework@ico.org.uk.  Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

Changes to our privacy policy

CSLN keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 6 July 2023.