Privacy notice for Civil Service Learning
This notice sets out how we use your personal data, and your rights. It is made under Article 13 and/or Article 14 of the UK General Data Protection Regulation (UK GDPR).
Your dataThe data
For Learning, we process the following personal data:
- your personal contact details, for example, name, telephone number and email address
- your manager’s personal contact details
- your job details, for example, grade, organisation, job role, location, qualifications, employment type, working pattern, profession and staff number
- details relating to your use of the service, for example, the learning you've taken
- your feedback, for example, evaluation feedback that you’ve provided and survey responses
- your personal information, for example, age range, ethnic origin, gender, disability, health and dietary requirements
For communications, we process the following data:
- your name and email addresss
- your organisation
- your grade
We process your personal data to provide a platform for mandatory and optional learning services, and to tailor our learning products to you. This includes communicating with you about -
- learning opportunities
- tracking your learning
- responding to bookings
- monitoring participation rates
- providing management information to employer departments and profession teams
We also process your data to develop and improve our service, for example, through your feedback.
The Cabinet Office and Government Ministers will have access to and will only use - your name, email address, organisation and grade data to periodically communicate on issues affecting the Civil Service in general.
We also process your diversity data for the purpose of equality monitoring.
Legal basis of processing
The legal basis for processing your data is that it is necessary for the performance of a task, which is carried out in the public interest or in the exercise of official authority vested in the controller. In this case that is our function to provide the Civil Service and Arms Length Bodies with access to learning and development opportunities, and also to allow central communications to go out to all civil and public servants.
We also process your data on the legal basis that it is necessary, as part of your contract of employment, for us to provide you with access to learning and development opportunities.
We also process your data so that we can monitor your personal development and manage your performance as part of your employment 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. The legal basis for processing your sensitive personal data relating to disability is -
"it is necessary for the purposes of performing or exercising our obligations or rights as the controller, or the data subject’s obligations or rights, under employment law, social security law or the law relating to social protection, that is, public sector equality duty"
The legal basis for processing your sensitive personal data relating to diversity characteristics is -
"processing is of a specific category of personal data 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"
Personal data may be shared by the Cabinet Office with your department and with Civil Service profession and function teams.
Email addresses, names, grades and organisations will be shared with the central communication team in government to enable sending of messages to all civil and public servants.
Your personal data will be stored on our IT infrastructure and will be shared with our technical suppliers and our learning providers, and their approved staff.
Management information (including learning activities, bookings, etc) will be retained by the Cabinet Office for no more than 3 financial years. Data may be retained by your department for the purposes of reporting beyond this period.
If you have not accessed the CSL website for a minimum period of 13 months your learning record will be deactivated. Providing you can still access the email account shown in your profile you can request your account to be reactivated using the ‘forgotten your password’ link on the sign in page.
If you have not accessed the CSL website for a total period of 2 years and 60 days, your personal data and learning record will be deleted.
You can request your CSL account be deleted at any time by sending an email to firstname.lastname@example.org.
Your personal data will be shared by us with our 3rd-party suppliers, who will retain your data for the duration of our contract with them or according to the timescales provided above, whichever is sooner.
You have the right to request information about how your personal data is 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 is completed, including by means of a supplementary statement.
You have the right to request that your personal data is erased if there is no longer a justification for it 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 it is processed for direct marketing purposes.
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 object to the processing of your personal data.
As your personal data is stored on our IT infrastructure, and shared with our data processors who provide email, document management and storage services to us it will 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.
As your data will be shared with our IT suppliers who provide mailing list management and event booking services, it will be transferred and stored securely outside the European Union. Where that is the case it will be subject to equivalent legal protection.
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 data will vary depending on the data being collected:
- the data controller for your profile, email services, evaluations, feedback, coaching and mentoring is the Cabinet Office
- the Cabinet Office and the department that employs you are joint data controllers for your learning record, learning and development plans, bookings and management information
Learning Delivery Team, Government Skills and Cirriculum Unit
Civil Service HR
Please contact us if you have any queries relating to your rights and how we use your personal data.
The contact details for the lead data controller’s Data Protection Officer are: Stephen Jones, Data Protection Officer, Cabinet Office, 70 Whitehall, London, SW1A 2AS, or email@example.com.
The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.
If this privacy notice changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures that you are always aware of what information we collect, how we use it and under what circumstances, we share it with other parties.
Last updated: 14 June 2021