Privacy

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 (UK GDPR).

Your data

Purpose

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

  • to establish and run the cross-Whitehall Sex Equality and Equity Network. This is a Cabinet Office-approved officially recognised staff network working to defend sex-based rights of employees.
  • to invite expressions of membership interest via the SEEN website or to subscribers
  • to operate the SEEN website
  • to formally invite civil servants to join the network and to manage their consent
  • to communicate network business to SEEN members, communicating network business to subscribers to our mailing list.
  • to hold events, whether online and face to face
  • to challenge poor treatment of members where they ask us to challenge systemic issues that are considered to impact SEEN members
  • to protect our members from harassment
  • to collect demographic data on members, or on their opinions. This data will only be collected and reported in anonymous form.

The data

We will process the following personal data:

  • For members: full name, employer, email address, demographic data, lived experience of members, and workplace issues if members request support.
  • For subscribers: email address; inferred geo-location, whether emails are opened, and whether links are clicked.
  • For website users: ClientID, IP address, interactions with the website. Please note that we cannot identify you from this data and it is not therefore personal data.
  • For correspondents: name, email address, issue raised.

The legal basis for processing your data is your consent.

If we receive harassment, we reserve the right to pass the personal data of harassers to the appropriate authorities, such as an employer or the police. In such cases our lawful basis for sharing your data is our legitimate interests in protecting our members from harassment.

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 collect sensitive special category data to on a protected philosophical belief for those signing up to our core values, and we also collect sensitive special category data about demographics of members for the purpose of reporting. We may also receive sensitive special category data about sexuality where members are seeking support for workplace issues.

The legal basis for processing your sensitive personal data is:

  • you have freely and explicitly given your consent (para 29, sch.1, Data Protection Act 2018), or
  • 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, sch.1, Data Protection Act 2018).

Recipients

Your membership or subscription will be kept completely confidential. Only the senior leadership team of SEEN will have access to membership lists, and that access is restricted to the minimum number of members.

If you wish us to assist you with a workplace issue and that requires that you be identified to your employer, we will only do that with your consent.

The data of those engaged in harassment will be shared with the appropriate authority whether that be an employer or the police.

As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide website and mailing list management services.

Retention

Your personal data will be kept by us for as long as you wish to remain a member of subscriber. If you withdraw your consent we will endeavour to remove your data from our systems within one month.

Data from correspondents will be held for only as long as it is required, and this will be reviewed at least annually.

Your rights

You have the right to withdraw consent to the processing of your personal data at any time.

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 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, 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 or an International Data Transfer Agreement.

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 icocasework@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. The contact details for the data controller are: Cabinet Office, 70 Whitehall, London, SW1A 2AS, or 0207 276 1234, or contact.

The contact details for the data controller’s Data Protection Officer are: dpo@cabinetoffice.gov.uk.

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