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Privacy Notice for COP26
This notice sets out how we will use your personal data, and your rights. It is made under Articles 13 and/or 14 of the General Data Protection Regulation (GDPR).
Your data
Purpose
The purpose for which we are processing your personal data is to invite and assess proposals for events and activities at COP26 put forward by interested parties.
The data
We will process the following personal data: names, contact details (telephone, email, address), job title, organisation/company name, and websites associated with you, your proposal. We also collect your responses to our eligibility criteria. These include information about you or third parties in your organisation, and about their criminal convictions, whether they are under investigation, or whether they have been sanctioned. We collect this information to ensure that we only participate with reputable people and companies.
We will process the following personal data: names, contact details (telephone, email, address), job title, organisation/company name, and websites associated with you, your proposal. We also collect your responses to our eligibility criteria. These include information about you or third parties in your organisation, and about their criminal convictions, whether they are under investigation, or whether they have been sanctioned. We collect this information to ensure that we only participate with reputable people and companies.
We also collect staff names, employers and email addresses to manage access to our proposals platform.
Legal basis of processing
The legal basis for processing your personal data is:
For staff data:
- It is necessary for the performance of a contract to which the data subject is a party. In this case that is their employment contract.
The legal basis for processing your personal data is:
For staff data:
- It is necessary for the performance of a contract to which the data subject is a party. In this case that is their employment contract.
For all other data:
- processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. In this case that is holding the COP26 event.
- processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. In this case that is holding the COP26 event.
Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, 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. We do not request sensitive personal data, but it may be volunteered by those making proposals. The legal basis for processing your sensitive personal data or your data about criminal convictions is:
- processing is necessary for reasons of substantial public interest for the exercise of a function of the Crown, a Minister of the Crown, or a government department. Holding the COP26 event.
- processing is necessary for reasons of substantial public interest for the exercise of a function of the Crown, a Minister of the Crown, or a government department. Holding the COP26 event.
- 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 (reasonable adjustments under equality law).
Recipients
Your personal data will be shared by us with UK government departments, devolved administrations, selected external parties and our High Level Champions team for the purpose of sifting and assessing proposals.
Your personal data will be shared by us with UK government departments, devolved administrations, selected external parties and our High Level Champions team for the purpose of sifting and assessing proposals.
As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide our proposals platform, and email, and document management and storage services.
Retention
The information will be held on the platform until August 2021 at which point it will be deleted. The data will also be downloaded and stored within a folder on the Cabinet Office network until March 2022.
Your rights
You have the right to request information about how your personal data are 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 are completed, including by means of a supplementary statement.
You may have the right to request that your personal data are erased if there is no longer a justification for them 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.
International transfers
As your personal data is stored on our IT infrastructure, and shared with our data processors, it may be transferred and stored securely outside the UK. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.
Contact details
The data controller for your personal data is the Cabinet Office. The contact details for the data controller are: Cabinet Office, 70 Whitehall, London, SW1A 2AS, or 0207 276 1234, or publiccorrespondence@cabinetoffice.gov.uk.
The contact details for the data controller’s Data Protection Officer are: Stephen Jones, Data Protection Officer, Cabinet Office, Room 405, 70 Whitehall, London, SW1A 2AS, or dpo@cabinetoffice.gov.uk.
The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.
Complaints
If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or 0303 123 1113, or casework@ico.org.uk.
Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.
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