Privacy notice: how we use your data

Last update: 29 October 2018

User-centred design (UCD) community events are run by the UCD team. UCD events aim to help grow capability across the UCD professions, share best practice, network with others and demonstrate the benefit of UCD to people outside of the UCD profession.

UCD community events are provided by the Government Digital Service (GDS) which is part of the Cabinet Office. The data controller for GDS is the Cabinet Office – a data controller determines how and why personal data can be processed. Read the Cabinet Office’s entry in the Data Protection Public Register for more information.

What data we collect from you

The personal data we collect from you will include:

• name
• email address
• job title
• organisation

We will also make use of:

• any disabilities which need to be considered (by us) to enable participation at the event

We may also have photography taking place at our events for which we will seek consent per event notification.

The legal basis for processing this data is consent.

Why we need your data

We need this information to effectively manage and organise the event you would like to take part in.

This includes making sure:

• we know who is interesting in running a session
• the event is accessible and caters to everyone's needs as much as possible including those with disabilities
• we maintain a diverse and equal audience that is geographically representative of the community

The UCD team uses the data, specifically name, organisation, and email address to keep track of and liaise with event contributors.

We also use the data, specifically organisation, to create an open schedule for the event.

What we do with your data

We will make sure your data is only used in relation to the event you are attending for the purpose of event management and communications.

We will not:

• sell or rent your data to third parties
• share your data with third parties for marketing purposes

We will share your data if we’re required to do so by law – for example, by court order, or to prevent fraud or other crime.

How long we keep your data

We will only keep your personal data for as long as:

• the law requires us to
• we need for the purposes listed above

This means that we will only hold your personal data for a minimum of 6 months and a maximum of 2 years.

Where your data is processed and stored

We design, build and run our systems to make sure that your data is as safe as possible at any stage, both while it’s processed and when it’s stored.

Your personal data may be transferred outside the European Economic Area (EEA) while being processed by GDS. If this happens, we’ll make sure you’re given the same level of technical and legal protection as you are within the EEA.

The tool we use to manage UCD team events is operated by a US company which offers safeguards to data handling supported by Model Contract Clauses. The US Privacy Shield also supports the safeguarding of your personal data.

How we protect your data and keep it secure

We are committed to doing all that we can to keep your data secure. We set up systems and processes to prevent unauthorised access to or disclosure of the data we collect about you – for example, we protect your data using varying levels of encryption. All third parties that process personal data for GDS are required to keep that data secure.

Children’s privacy protection

We don’t design or promote services for children who are 13 years of age or younger, and we don’t intentionally collect or keep data about anyone under the age of 13.

Your rights

You have the right to request:

• information about how your personal data is processed
• a copy of that personal data - this copy will be provided in a structured, commonly used and machine-readable format
• that anything inaccurate in your personal data is corrected immediately

You can also:

• raise an objection about how your personal data is processed
• request that your personal data is erased if there is no longer a justification for it
• ask that we only process your data in certain circumstances

If you have any of these requests, get in contact with our Data Protection Officer - you can find their contact details below.

If you gave your consent for us to collect and process your data, you have the right to:

• withdraw your consent - this can be done at any time
• request a copy of your personal data - this copy will be provided in a structured, commonly used and machine-readable format

Changes to this notice

We may change this privacy notice. When we make changes to this notice, the ‘last updated’ date at the top of this page will also change. Any changes to this privacy notice will apply to you and your data immediately. If these changes affect how your personal data is processed, GDS will take reasonable steps to make sure you know.

Questions and complaints

Contact the Data Protection Officer if you either:

• have any questions about anything in this document
• think that your personal data has been misused or mishandled
• want to make a subject access request (SARS)

DPO@cabinetoffice.gov.uk

Or by post at:

        Data Protection Officer

        Cabinet Office

        70 Whitehall

        London SW1A 2AS

You can also complain to the Information Commissioner, who is an independent regulator.

casework@ico.org.uk or on 0303 123 1113.

Or by post at:

        Information Commissioner's Office

        Wycliffe House

        Water Lane

        Wilmslow

        Cheshire SK9 5AF