Privacy Notice

Who we are

We are the Operational Delivery Profession (ODP) Central Learning, Accreditation and Apprenticeships Team. For more information about us and the work we do, you can visit our homepage on GOV.uk.

Our Privacy Commitment

We respect and value your rights under the General Data Protection Regulation (GDPR). We are committed to protecting the personal information which we collect, use and/or process, in accordance with the requirements under the GDPR. For this purpose, we implement reasonable and appropriate security measures to maintain the confidentiality, integrity and availability of such personal information.

Privacy notice for ODP Central team

This notice sets out how we use your personal data, and your rights. It is made under Article 13 of the General Data Protection Regulation (GDPR).

Revisions

Date: 4th September 2019

Your data

The data

We process the following personal data:

• your personal contact details, for example, name, telephone number and email address
• your manager's personal contact details, for example, name and email address
• your role assignment 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 qualifications and learning you've taken or are undertaking
• your user feedback, for example, evaluation feedback that you've provided and survey responses
• your personal information, for example use of specialist equipment to support reasonable adjustment requests

Purpose

As the registered centre for ODP qualifications with City and Guilds (C&G) and Chartered Management Institute (CMI) we process your personal data as part of a four tier working relationship with C&G and CMI (the awarding bodies), ODP Central team (registered centre), KPMG (qualification contract manager), Premier Partnership and Knowledgepool (qualification training providers) to ensure that as registered centre we undertake all quality assurance and monitoring activities to meet our approval requirements. This includes using your data to update each member of the four tier working relationship on any amendments to records, changes or cases of suspected malpractice or maladministration. As part of this relationship we provide Management Information including participation data to employer departments as well as data relevant to investigation of cases of suspected malpractice or maladministration.

This also includes communicating with you about the ODP Buddy scheme and qualification and learning opportunities.

We also on occasion will signpost colleagues to suitable funding opportunities for learning and qualifications. The Welsh Union Learning Fund (WULF) is an ongoing funding opportunity that we promote to interested colleagues.

We also process your data to develop and improve our service (for example, through your feedback).

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 it is our function to undertake Quality Assurance and monitoring activities to meet the approval requirements of the ODP Central team as the registered centre for ODP qualifications with City and Guilds.

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 information on learning and development opportunities. This will include the promotion of suitable funding opportunities from organisations outside of the four tier working relationship as detailed earlier.

Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, disability 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 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

Recipients

Personal data may be shared by the ODP Central team with your department and with C&G, CMI, KPMG, Knowledgepool and Premier Partnership.

Your personal data will be stored on our IT infrastructure and will be shared with our data processors, these are:

Our IT provider/s who provide:

• email, document management and storage services
• survey services
• booking services
• mailing list management services
• our learning suppliers KPMG, Korn Ferry (UK) and Knowledgepool, who provide us with learning products and services
• our apprenticeship programme suppliers KPMG, Knowledgepool, QA, BC Arch and CIPFA
• our IT provider/s and KPMG, who provide support services
• Korn Ferry (UK), who provide coaching and mentoring services
• our IT provider/s, KPMG, Korn Ferry (UK), Knowledgepool and client departments, who provide booking services
• our IT provider/s, KPMG, Korn Ferry (UK), Knowledgepool, Premier Partners, QA, BC Arch and CIPFA, who provide evaluation services
• our IT provider/s and our learning providers, KPMG, Korn Ferry (UK), Knowledgepool, Premier Partners, QA, BC Arch and CIPFA, who provide management information reporting services

As part of promoting and signposting colleagues to suitable external funding opportunities we would like to confirm the following

• the ODP Central team would provide the relevant funding documents to Civil Service departments who will then identify interested candidates
• the interested candidate would be provided with the relevant documents to access the service
• as an individual you would then share your personal data with the provider to access the service.

WULF is an ongoing funding opportunity that we promote and as part of the funding and delivery process data will be shared with:

• funding partners, Welsh Government (Llywodraeth Cymru) and PCS Wales
• delivery suppliers, Call of the Wild and Coleg Cambria.

Retention

Management information (which can include qualification and learning activities.) will be retained by the ODP Central team for the period allowed under the applicable laws and regulations, including but not limited to the GDPR. We shall immediately destroy or dispose in a secure manner any personal information the retention of which is no longer allowed under the said applicable laws and regulations.

Your personal data will be shared by us with our 3rd-party suppliers, who will retain your data for the duration under the applicable laws and regulations, including but not limited to the GDPR. We shall immediately destroy or dispose in a secure manner any personal information the retention of which is no longer allowed under the said applicable laws and regulations.

Your rights

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.

Responsibility and Right to Access, Correct or Erase

You are responsible for the accuracy and correctness of any personal information you provide to us, as well as for the consequences of disclosing your personal information and failure to provide the accurate, correct and updated personal information.

You have the right to access, correct or update, and to erase the personal information, which you provided and which we collected and stored, in accordance with the conditions and requirements under the GDPR.

• To request, correct or update such personal information, please contact the team by email to learningandaccreditationteam.centralodp@hmrc.gov.uk

Changes to this privacy notice

We keep our privacy notice under regular review and reserve the right to make changes when necessary. We will inform you by email should we add or change any services listed in this privacy notice which utilise your personal information.

This privacy notice was last updated on 4th September 2019