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
contact members with periodic email marketing, to share our events and news
contact members with details about specific events, if they have registered as an event attendee
contact members who have signed up to our monthly coffee roulette, to facilitate organising groupings
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.
You can read our partnerships policy to find out what information we share with external partners. We only share high-level departmental data on our membership, not personal member details.
If you register for an event which we host, we may need to contact you about last minute changes to the event. If so, the site owner and site admins may use your email address to contact you via our mailbox. This is accessed by the CSEN Committee, who are all civil servants and will not use your information for any purposes beyond this.
If you sign up to coffee roulette, the CSEN Committee will use your information to collate groupings to facilitate the conversations. Your data will be shared with other members of CSEN Online who have signed up for coffee roulette, to facilitate contact and organising conversations.
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 also be able to register for our events. You will receive an automated email confirming your membership.
Data retention period
We will keep your data for CSEN Online and communications purposes for the duration of the network’s operations. We will not retain personal data connected to member accounts where emails have bounced, and will consider deleting ‘inactive’ accounts after one year.
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.
You have the right to complain to the supervisory authority, the Information Commissioner's Office, by calling them on 0303 123 1113 between Monday - Friday, 9am - 5pm.
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.