Rules

Your privacy and data

This policy explains what we do with your data.

By
Civil Service LGBT+ Network
Published
17 March 2018

The Civil Service LGBT+ Network is a volunteer-led employee network for the UK Civil Service. We follow Civil Service policies and procedures. We are sponsored by Civil Service HR to operate as a cross-government employee voice group.

This policy explains how we use any personal information we collect about you when you use this website, register as a member of our network, or use our services.

What information we collect about you

We use analytics tools to collect website usage information on our websites. The tools are provided by a third party provder (Cloudflare). The analytics tools are non-invasive and respect your privacy. The analytics tools do not use any client-side state, such as cookies or localStorage, to collect usage metrics. The analytics tools do not “fingerprint” you via your IP address, User Agent string, or any other data for the purpose of collecting analytics. The analytics tools do not collect personal information, or track you across sites.

When you sign up for email alerts using our online form we collect some personal data like your name, email address and communication preferences.

When registering for any of our services or to attend our events, we may be ask to collect your name and e-mail address, and other personal information about you.

We sometimes also collect information about your protected characteristics so we can better understand who is using our services, and provide better services to people with your characteristics in the future.

How we will use the information about you

We collect information about you so that we can run the network and offer services to you. The kinds of ways we use your information include, but are not limited to:

  • sending you information we think might be of interest to you about LGBT+ issues in the Civil Service through our regular email alerts
  • sending you information about events you register for, and keep you informed about changes to event details
  • delivering our programmes of work
  • understanding who uses our services, attends our events and engages with our programmes, so that so we can plan our work to be relevant to our membership
  • improve our website and email alerts

We will only every use your personal data to provide you with services or information that are relevant to you as an LGBT+ civil servant, ally or other person interested in our work, and inline with our constitution1.

We will ask for your consent when using your personal data. You are able to remove your consent at any time by emailing us at info@civilservice.lgbt.

Where we collect sensitive personal data, like information about your sexual orientation, gender identity, ethnicity or whether you have a disability, this is processed on the same basis2.

We will not share your personal information with other organisations for marketing purposes.

We use several third party services to store and use data you provide to us, so that we can provide our services to you. These include but are not limited to:

  • GOV.UK Notify for bulk email
  • Google Workspace for our email and office software

How we protect your information

We implement a variety of security measures to maintain the safety of your personal information when you enter, submit, or access your personal information.

What our data retention policy is

We aim to only retain information for as long as is strictly necessary to provide you with a service. We regularly review and delete data that we believe we no longer need to provide you with the services we offer.

Occasionally, at our discretion, we may include or offer third party products or services on our site. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

Membership of the Civil Service LGBT+ Network and opting out

By opting to receive email alerts, you become a member of the Civil Service LGBT+ Network. You can opt out of receiving our email alerts and related communications at any time. Opting out of receiving email alerts does not, in any way, affect your ability to take part in Civil Service LGBT+ Network activities.

If you no longer want to receive these emails, you can unsubscribe by emailing us at info@civilservice.lgbt.

Access to your information and correction

All our membership information is stored on Google Drive. You may request data we hold about you by emailing us at info@civilservice.lgbt from the same email address that you registered with; this helps us to verify your identity.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit www.aboutcookies.org.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Other websites

Our website contains links to other websites. This policy only applies to this website and to the work of the Civil Service LGBT+ Network. When you visit other websites linked to from our websites, you should read their privacy policies.

Changes to this policy

We keep this policy under review. Any updates to this policy will be published on this website. This policy was last updated on 16 Dec 22.

Informing you of changes or issues

If we make changes to the way we process your information, or we identify an issue with the way data is being managed, we will publish a notice on our website.

Read all notices

How you can contact us

If you have questions, comments or concerns about this policy or anything to do with data we hold about you, you can contact us.

Please email us at info@civilservice.lgbt.

How you can complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@civilservice.lgbt.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number:

0303 123 1113

ICO website:

https://www.ico.org.uk

  1. We process this data on the basis of Article 6(1)(a) of the UK General Data Protection Regulation. ↩

  2. We process this data on the basis of Article 9(2)(a) and 9(2)(d) of the UK General Data Protection Regulation. ↩