Guidance

IPA Transformation Associates privacy notice

Published 7 March 2019

© Crown copyright 2019

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/ipa-transformation-associates-privacy-notice/ipa-transformation-associates-privacy-notice

1. Your data

1.1 Purpose

The purpose for which we are processing your personal data is to recruit and maintain a team of transformation associates. Transformation associates are external contractors recruited to provide ad hoc support departments managing major projects.

We also use the data to promote transformation associates within government departments, and for audit purposes.

1.2 The data

We will process the following personal data: names, CVs (including address, email and telephone as well as personal experience), experience statements, photograph, and engagements you have been part of.

You will also undergo vetting in line with the privacy notice for national security vetting.

The legal basis for processing your personal data is:

In relation to photographs:

  • because you consent to us doing so

In relation to all other data:

  • it is necessary for the performance of a contract to which you are a party, or it is necessary in order to take steps at your request prior to entering into a contract. In this case that is your employment contract with us via a contingent labour framework

1.4 Recipients

Your personal data will be shared by us within IPA, and with members of your recruitment panel.

We will also show the data (including images) of successful recruits to officials in other government departments, and at transformation community events, where necessary to carry out or promote project support activities.

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.

1.5 Retention

Your personal data will be kept by us for until the associate no longer wishes to be an associate. We will then retain the information until the end of the next financial year for audit purposes (unless directed otherwise by the individual).

Data relating to the engagement history will be kept until 1 year after the close of the associate support programme. This is because it may be required for audit purposes. This data is limited to just the associate name and the engagement information.

Where personal data have not been obtained from you

Your personal data were obtained by us from your employer or recruitment agency.

2. 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
  • to request that any inaccuracies in your personal data are rectified without delay
  • to request that any incomplete personal data are completed, including by means of a supplementary statement
  • to 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
  • to object to the processing of your personal data where it is processed for direct marketing purposes
  • 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

In relation to photographs, you have the right:

  • to withdraw consent to the processing of your personal data at any time

3. 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 European Union. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.

4. 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
casework@ico.org.uk

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

5. 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

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