Guidance

Civil Service Dyslexia and Dyspraxia Network - Privacy Notice

Updated 11 November 2024

© Crown copyright 2024

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This publication is available at https://www.gov.uk/government/publications/civil-service-staff-networks/civil-service-dyslexia-and-dyspraxia-network-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

We will process the following personal data:

  • Name
  • Email Address
  • Department/Organisation
  • Function
  • Grade
  • Location (only required for event purposes and not retained after the event)
  • Dietary Requirements (only required for event purposes and not saved anywhere)
  • Accessibility Requirements (only required for event purposes and not retained after the event)

Purpose

The Civil Service Dyslexia and Dyspraxia Network (CSDDN) is a voluntary, staff network. It aims to improve the working experience of civil servants affected by or interested in four learning differences: dyslexia, dyspraxia, dysgraphia and dyscalculia. We welcome staff from across all government departments, professions, functions, Devolved Administrations, Non-Ministerial Departments, Agencies and Non-Ministerial Public Bodies. This Group will be entitled the ‘Civil Service Dyslexia and Dyspraxia Network’. This network group list will be held on Mailchimp for those that opt into newsletters. Anyone that opts into any of our services will have their data recorded on our central contact list database.

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

  • to maintain a list of group members that are using our services
  • to provide a regular newsletter which shares events, information, opportunities & articles that supports building a bigger community & increasing capability
  • to get a better understanding of who is interested in the CSDDN Network, including where they are currently working, their function and grade.
  • to ensure we know who specifically has access to our CSDDN activities, such as our resources and has opted into our newsletter. We will also use it to invite you to other networking events such as CSDDN meetings, webinars and network events.
  • If you have completed any of our Newsletter polls, we will hold this data to ensure we can measure the impact of our activities, and provide evidence for decisions made for progressing the network.
  • If you have volunteered time to support the network or its activities, your data will be held so that we can contact you and record your involvement with the Network.

The legal basis for processing your personal data because you consent to us doing so. You will need to opt into the services you receive, e.g. mailchimp form for our newsletter.

We process sensitive personal data on dietary requirements. We will only request this data for events, to ensure we are meeting your requirements. The legal basis for processing this sensitive personal data is because you give explicit consent to us doing so.

Recipients

Your personal data will be possibly shared by us with:

  • Government departments, functions, professions, and ALBs - Departments & Heads of Disability teams may approach us for statistics/further information in regards to people on our distribution list and/or capability data
  • Our data processors who provide mailing list management, email, and document management services to us (because your information will be stored on our IT infrastructure).

Retention

Your personal data will be kept by us for 1 year, however we will be regularly reviewing our network list to ensure it is up to date. We will cleanse the network on an annual basis. If you withdraw your consent to our processing your personal data, we will remove you from all our channels and ensure all data is deleted.

Members can request that their information be deleted. If someone leaves the Civil Service, all of their data will be deleted.

The only data we keep a record of is our mailing list, but can remove this upon the individual’s request.

Your rights

You have the right to withdraw consent to the processing of your personal data at any time. To do this, you just need to email csddnetwork@gmail.com letting us know that you’d like to be removed from our contact lists.

You have the right to request information about how your personal data are 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 have the right to request that your personal data are 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 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.

International transfers

As your personal data is stored on our IT infrastructure, 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, the use of Standard Contractual Clauses, or a UK International Data Transfer Agreement.

Where we pass data to our data processor who provides event booking services your data will be transferred to the USA, but it will receive equivalent legal protection through the use of Standard Contractual Clauses, or a UK International Data Transfer.

Contact details

The Cabinet Office is the controller for any personal data used in the CSDDN Group. Information will be stored in the Cabinet Office System with a copy held by the Network Chair and the Comms lead.

Cabinet Office are the data controller for use of data to operate a separate list of CSDDN 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

Phone: 0207 276 1234

Contact form

The email for the Cabinet Office’s Data Protection Officer is: dpo@cabinetoffice.gov.uk

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

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

Phone: 0303 123 1113

Email: icocasework@ico.org.uk

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

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