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 UK General Data Protection Regulation (GDPR).
The Cabinet Office processes the following personal data:
If you set up an account on our Public Appointments website:
- We will store your name and email address and use this to send you only the information you have requested. You can request what information you wish to receive from us and when by setting preferences on your account. We also collect information about how you use our website, how often you visit, and we use this to monitor the effectiveness of our website. We collect, store and use your name, email address, preferences and web analytics in this way on the basis that you have consented for us to do so. You can withdraw this consent at any time through changing your preferences on your account or deleting your account, or changing your cookie settings. Instructions on how to do so are here. We will otherwise hold this data for as long as you consent. In order to support our communications with you your data may be shared with IT suppliers who host and manage our website and provide automated mail services. Contractual obligations are placed on our IT suppliers, who are identified as data processors, in line with data protection law to guard against loss of your data and to take all reasonable steps to treat your data with reliability and integrity.
If you apply or have been considered for a UK Government public appointment
- Information you supply to a Government department as part of your application for a UK Government Public Appointment may be shared with Cabinet Office by that department. This may include your name, contact details, employment history, qualifications, CV and other background information relevant to your application including sift and interview assessments, conflicts of interest, and political activity. This may also include other information gathered by Departments as part of due diligence, including information obtained from public sources. Our legal basis for receiving and using this information is that Cabinet Office has both a legal obligation, and public task, to collect this data to ensure that high quality candidates are identified via robust recruitment processes. Our legal authority for this comes from the Governance Code for Public Appointment published pursuant to Article 3(1) of the Public Appointments Order in Council 2019 (2 ) and our common law powers as a Crown department.
- We also process your data on the legal basis that it is necessary prior to entering into a contract/terms of appointment to carry out pre-appointment checks. We may process special category data which comes to light during due diligence checks which has manifestly been made public by you (para 32, schedule 1, Data Protection Act (DPA) 2018), or where it is of substantial public interest in order to carry out our functions (para 6, Schedule 1, DPA 2018). If you have applied for a Cabinet Office public appointment we will share your information with the members of the Advisory Assessment Panel. If requested it may also be shared with the Commissioner for Public Appointments pursuant to Article 4 of the Public Appointments Order in Council 2019. Cabinet Office may store your name, a summary of biographical details you shared and the outcome of your application for up to 12 years. Other information will be deleted after the appointment exercise is concluded. As your personal data will be stored on our IT infrastructure, and shared with our data processors.
- Diversity data on applicants to government public appointments and public appointees will be collected by Cabinet Office from Government Departments. Applicant data will be collected on behalf of the Office for the Commissioner of Public Appointments (OCPA) via a secure section of the HM Government Public Appointments website. This may include age, gender, ethnicity, sexual orientation, recorded disability, faith and geographical location, principal employment sector, number of government public appointments held, and declarable political activity. Your name will not be included in the information that is collected and shared with OCPA. This data may be published in summary form, in order to enable government to meet its public sector equality duty under section 149 of the Equality Act 2010. The legal basis on which this data is collected is that it 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. It is also carried out on the basis that processing is of data concerning ethnicity, religious or philosophical belief, health including disability or sexual orientation, and it is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with a view to enabling such equality to be promoted or maintained (para 8, Schedule 1, DPA 2018). You can choose not to declare this data. This data may be held in identifiable form for up to 5 years. OCPA, Cabinet Office and the Government Department to which this data is supplied are joint data controllers of the data. This data is shared with Cabinet Office IT suppliers in order to securely collect and store the data. Contractual obligations in line with data protection law are placed on our data processors to guard against loss of your data and require them to take all reasonable steps to treat your data reliably and with integrity.
If you have expressed an interest in applying for a UK Government public appointment:
- We will store your name, contact details and any biographical details you share with us including your CV. We will use this to identify potential government public appointments you may be suitable for and to provide any further support or advice we can offer in your applications for government public appointments. We may share this with other government departments for the purpose of assessing your suitability for a potential government public appointment. We collect, store and use your personal data in this way on the basis that you have given consent for us to do so. We also ask for your consent to collect other relevant information about you that is in the public domain. You can withdraw your consent for us to hold your data and use in this way at any time by contacting firstname.lastname@example.org and requesting we delete any of your personal data that we hold. We will otherwise hold this data for as long as you consent.
If you have asked to join our mentoring programme as a mentor or mentee, or are participating in another of our development activities:
- We will store your name, contact details and any biographical details you share with us including your CV, and your personality test results and information about mentor and mentee matching. We will share information about mentors and mentees with each other to facilitate that relationship. We will also share that information with the Public Chairs Forum and the Office of the Commissioner for Public Appointments who are supporting this work. We collect, store and use your personal data in this way on the basis that you have given consent for us to do so. You can withdraw your consent for us to hold your data and use it in this way at any time by contacting email@example.com and requesting we delete any of your personal data that we hold. We will otherwise hold this data for as long as you consent.
If you have agreed to help us raise awareness of public appointments and encourage applicants from diverse backgrounds, for example by acting as a role model:
- We will store your name, telephone number, email address, any other contact details that you have provided and a record of any public appointments held. We do not actively collect diversity data, but it may be volunteered by you in the course of any awareness raising work. We will use this data so that you can help us to make sure we have a wide range of appointees with different backgrounds and experiences speaking at events, writing articles, acting as a mentor and providing quotes for social media. We collect, store and use your information on the lawful basis that it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us. We collect, store and use any sensitive personal data, such as ethnicity data, on the lawful basis that it is used to monitor or promote diversity (para 8, schedule 1, DPA 2018), and to identify suitable individuals to hold senior positions in order to promote or maintain diversity (para 9, schedule 1, DPA 2018). In order to support our communications with you your data may be shared with IT suppliers who host and manage our mail services. Cabinet Office will store your data for 18 months in line with our rolling programme of work and then review whether we should continue holding this information depending on the work you have undertaken and whether doing so is still necessary. If you wish to cease being involved please contact firstname.lastname@example.org .
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.
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 object to the processing of your personal data.
Where data is processed on the basis of consent:
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.
You have the right to withdraw consent to the processing of your personal data at any time.
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
0303 123 1113
Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.
The data controller for your personal data is the Cabinet Office. In relation to equality and diversity data, the Cabinet Office, Office for the Commissioner of Public Appointments and the recruiting Government Department are joint data controllers. In relation to the mentoring programme, the Cabinet Office, Office for the Commissioner of Public Appointments and the Public Chairs Forum are joint data controllers. The Office for the Commissioner of Public Appointments’ privacy statement is available on their website here. The Public Chairs Forum’s privacy statement is available on their website here.
The contact details for the Cabinet Office are:
0207 276 1234
The contact details for the data controller’s Data Protection Officer (DPO) are:
The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.