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).
Purpose
Our purposes for processing your personal data are:
●
to recruit
for public appointments for the Cabinet Office or one of its sponsored bodies
including dealing with applications, selection, appointment, and vetting
●
to
monitor and promote diversity in appointments, and
●
to
produce statistics
The
data
We will process the following personal data: your application, including
name, contact details, location, employment history, qualifications, CV and
other background information relevant to your application; sift and interview
assessments; and conflicts of interest and political activity.
Diversity data will also be requested if you make an
application via the Public Appointments Website, although you may decline to
provide this if you wish. This includes age, gender, ethnicity, sexual
orientation, recorded disability, and faith.
We may also process other information gathered by Cabinet
Office as part of due diligence, including information obtained from public
sources including social media.
Information relating to your
nationality, address, family history and criminal convictions may be required
in order to enable you to hold the necessary security clearance for your new
role.
Lawful basis
Our legal basis for receiving and using your information 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. In this case that is to ensure that high quality candidates are
identified via robust recruitment processes in line with the Governance Code
for Public Appointment published pursuant to Article 3(1) of the Public
Appointments Order in Council 2016. We also have a public task to monitor and
promote diversity under our public sector equality duty.
Where a contract of employment exists, we also process your
data on the legal basis that it is necessary for the performance of a contract
to which you are a party, and it is necessary in order to take steps at your
request prior to entering into a contract.
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.
We may process this data to make reasonable adjustments for
applicants, and to conduct due diligence checks. Our lawful basis for
processing your sensitive personal data is:
● It is necessary for the purposes of performing
or exercising our obligations or rights as the controller, or your obligations
or rights as the data subject, under employment law, social security law or the
law relating to social protection (reasonable adjustments)
● processing is of data concerning
ethnicity, religious or philosophical belief, health including disability or
sexual orientation, 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 (diversity monitoring)
● processing is necessary for reasons of
substantial public interest for the exercise of a function of the Crown, a
Minister of the Crown, or a government department (diversity monitoring and due
diligence)
● It relates to personal data which are
manifestly made public by you (due diligence)
Recipients
Information that you supply to the Cabinet Office as part of
your application for a Public Appointment may be shared with members of the
Advisory Assessment Panel for the purposes of sifting applications and
conducting interviews. This may include your name, 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.
Diversity and other data will be shared with the
Commissioner of Public Appointments (OCPA) for the exercise of their statutory
functions. 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. You can see how OCPA handles personal data shared with it
in its privacy notice.
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.
Retention
Cabinet Office will store your application and other data if
you are successful for the duration of your appointment and for 2 years
thereafter.
Cabinet Office will hold diversity data shared with OCPA in
identifiable form for five years.
If your application is unsuccessful we will retain your data
for one year.
International
transfers
As your personal data will be 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 or the Privacy Shield scheme.
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.
•
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
may 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 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, or 0303 123 1113, or 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.
In relation to equality and diversity data, the Cabinet
Office and the Office for the Commissioner of Public Appointments are joint
data controllers. The contact details for the Cabinet Office are: Cabinet
Office, 70 Whitehall, London SW1A 2AS, or 0207 276 1234, or publicappointments@cabinetoffice.gov.uk.
The contact details for the Cabinet Office’s Data Protection
Officer (DPO) are: Stephen Jones, DPO, Cabinet Office, 70 Whitehall, London
SW1A 2AS, or dpo@cabinetoffice.gov.uk.
The Data Protection Officer provides independent advice and
monitoring of Cabinet Office’s use of personal information.