How we use your data
This notice sets out how we will use your personal data, and your rights.
The purpose for which we are processing your personal data is to establish and run an online platform for members of the Civil Service Environment Network (CSEN). CSEN is a voluntary network of civil servants who are interested in developing their knowledge and capability in environmental policy. We will use your data to maintain a list of members of the platform.
Your data and who has access to it
We will ask for your name and work email address when you sign up to CSEN Online.
Only the site owner and site admins will have access to this information, unless you share it on your CSEN Online public profile.
All information you share on your CSEN Online profile will be visible to other members of CSEN Online.
How we verify new members
We want to make sure CSEN Online is a safe space for open and frank discussion between civil servants. We therefore verify all requests to join CSEN Online to ensure our members are using a UK Civil Service email address. This means your email address must have a gov.uk domain or an equivalent that identifies you as an employee of a UK Civil Service organisation. You can find a full list of Civil Service organisations here: https://www.gov.uk/government/organisations
When you sign up to CSEN Online, you will receive an automated email asking you to confirm your email address.
Once you have clicked to confirm your email address, we will approve your request and you will have access to, and be able to post in, the members’ sections of CSEN Online. You will receive an automated email confirming your membership.
Ongoing verification checks
Every six months, we will send a verification email to the email address you have registered on the platform. This verification email will be sent from the Civil Service Environment Network mailbox (firstname.lastname@example.org). These verification emails are the only instance in which we will use your email address outside of CSEN Online, unless you have also signed up to the CSEN newsletter mailing list (which you can do at the bottom of this page).
If this verification email is not delivered to you (i.e. it bounces), we will attempt to make contact with you again to establish if you are still working in the Civil Service. If we are unable to contact you, we will suspend your account. If you do not get in touch to ask us to reactivate your account within two (2) months, we will permanently delete your account.
To help us with these checks, please ensure that your email address on the platform is up to date. For example, if you move to a new department or government organisation, please update your email address on your CSEN Online account.
Legal basis for processing your data
The legal basis for processing your personal data is because you consent to us doing so.
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 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 this data 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 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.
As we have chosen to host our platform on Wix (the supplier), which is a global company, the processing of your data may take place in data centres located in the United States of America, Ireland, South Korea, Taiwan and Israel. Where that is the case, it will be subject to equivalent legal protections.
Wix has been audited and certified as ISO 27001 compliant. The ISO 27001 certification outlines industry best practices for managing security risks.
Wix has been audited and certified as ISO 27018 compliant. The ISO 27018 certification outlines industry best practices for handling Personally Identifiable Information (PII) in a public cloud computing environment.
You can find out more about Wix’s data protection policy here: https://support.wix.com/en/article/general-data-protection-regulation-gdpr
If you have any questions about how we use your data, please contact the data controller. The data controller for your personal data is the CSEN Online site owner. The contact details for the data controller are: email@example.com.