TEO Privacy Notice

The Executive Office (TEO) is committed to protecting your privacy and ensuring you are kept informed about how and why we collect and safeguard your personal information.

Being transparent and providing accessible information to individuals about how we may use their personal data is a key element of the Data Protection Act (DPA) 2018 and the General Data Protection Regulation (GDPR) 2016.  

TEO is committed to building trust and confidence in our ability to process your personal information in line with these legislative requirements.

Contacts

Data Controller Name: The Executive Office (TEO)

The Executive Office
GD36 Stormont Castle
Stormont Estate
Belfast
BT4 3TT

Telephone: 02890 378055
Email: info@executiveoffice-ni.gov.uk

Data Protection Officer Name: Dr David Lammey

Telephone: 028 9052 0694
Email: DPO@executiveoffice-ni.gov.uk

Description of our processing

The Department processes personal data in a number of ways in order to carry out its functions.

Its key functions and objectives are:

  • The effective operation of the institutions of government in the delivery of an agreed Programme for Government
  • Delivering the Executive’s Good Relations strategy: Together: Building a United Community
  • Tackling Disadvantage and Promoting Equality of Opportunity
  • Driving investment and sustainable development, including promotion of the Executive’s policy interests internationally.

In order to comply with data protection legislation, we must have a lawful basis for processing any personal data and at least one of the following must apply:

  1. Consent: an individual must give clear consent for us to process their personal data and then only for a specific purpose
  2. Contract: the processing is necessary for a contract the Department has with an individual, or because they have asked the individual to take specific steps before entering into a contract
  3. Legal obligation: the processing is necessary for the Department to comply with the law (not including contractual obligations)
  4. Vital interests: the processing is necessary to protect someone’s life
  5. Public task: the processing is necessary for the Department to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law

The processing that this Department carries out is most likely to fall under Public Task or Legal Obligation.

Why we might need to process your information

  • corresponding with you
  • delivering our services
  • complying with various legislative requirements
  • complying with EU Programme requirements
  • maintaining our accounts and records and transferring data between NICS Departments
  • carrying out audits and fraud investigations
  • carrying out data matching under the national fraud initiative
  • producing official statistics
  • using CCTV systems
  • supporting and managing our employees

What types of personal information we process

We process information relevant to our various functions. This may include:

  • personal details including IP addresses
  • financial details
  • visual images
  • responses to consultations

We also process classes of information which are sensitive. Sensitive data may include:

  • racial or ethnic origin
  • political opinions
  • religious or similar beliefs
  • trade union membership
  • criminal offences, allegations and proceedings
  • physical or mental health
  • sexual life or sexual orientation

Personal data collected through this website

The Department collects three kinds of information from visitors to this website:

  • feedback (through visitors emailing us)
  • customer satisfaction surveys (via optional online surveys)
  • site usage information, using cookies and page tagging techniques including JavaScript

If you email us from this website we will keep a record of your message for a maximum of three months after the conclusion of correspondence, for reference and audit purposes, after which it will be deleted.

This website and some of the tools and services we link to use cookies. You can find more information on these cookies on the following pages:

Who is the information processed about?

We process personal information about:

  • you, in relation to Departmental functions and in order to correspond with you
  • departmental and other employees
  • professional experts and consultants
  • Departmental suppliers
  • individuals captured by CCTV images

Who is the information shared with?

We sometimes need to share the personal information we process with individuals themselves and also with other organisations. Where this is necessary we are required to comply with all aspects of Data Protection legislation.

The types of organisations we may need to share personal information with, for one or more reasons

Where necessary or required, we may share information with other organisations for the reasons included above in the "Why we might need to process your information" section. Some examples of the organisations we may have to share your information with include:

  • suppliers, service providers, legal representatives
  • auditors and audit bodies
  • financial organisations
  • professional advisers and consultants
  • central and local government
  • voluntary and charitable organisations
  • police forces
  • security organisations
  • courts

We may need to share information for more than one reason and not all of your personal information may need to be shared each time.  We aim to ensure that the personal information shared and the instances of sharing are limited to what is needed for the specific purpose and in line with Data Protection legislation.

Transfers

It may sometimes be necessary to transfer personal information outside the UK. When this is needed information may be transferred to countries or territories around the world. However, any transfers will be made in full compliance with all aspects of the Data Protection legislation.

Retention of records

The Department will ensure that personal data is kept no longer than necessary. It manages records effectively from when they are created, including how they are stored and used, through to their destruction or archiving. The disposal of records is determined by the Department’s retention and disposal of records schedule, which was approved by the NI Assembly.

What rights do you have?

Depending on your circumstances, there are a number of rights available under data protection legislation:

However, not all of these rights apply to personal data processed by this Department.

Public Appointments Privacy Notice

General Data Protection Regulation 2016 and Data Protection Act 2018

The Executive Office (TEO) is committed to protecting your privacy.  This privacy notice explains how TEO uses information about you and the ways in which we will safeguard your data.

Why we process personal information

Personal information is collected by TEO as part of its public task:

  • for the purpose of  making TEO public appointments. Public body requirements are specified in law and the process of making regulated appointments is carried out in accordance with the Code of Practice for Ministerial Appointments in Northern Ireland. Information gathered during the appointment process is taken into consideration by our Ministers in making the final candidate selection; 
  • for Equal Opportunities monitoring information (provided voluntarily), which is collected from public appointment applicants for analysis by the Northern Ireland Statistics and Research Agency (NISRA). This information is used to research and monitor diversity in public appointments and a composite analysis is published in a Public Appointments Annual Report for Northern Ireland which is available to the public;
  • for facilitating the preparation and publication of the Public Bodies Annual Report  which is available to the public and which provides details of public appointments to public bodies;
  • for updating the Public Appointments Database which holds details of public appointments to public bodies to assist in the administration of the public appointments process and for responding to Assembly/Parliamentary Questions, requests for information under access to information legislation, and other enquiries;
  • for the sponsorship of TEO public bodies; and
  • for notifying individuals, who have given their consent for their contact details to be held on mailing lists, of public appointment vacancies.

Lawful basis for processing data

In order to comply with data protection legislation, we must have a lawful basis for processing any personal data.  The processing that this Department carries out is on a ‘Public task’ basis (i.e. the processing is necessary for the Department to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law).  As detailed below, some of the information we process will be of a particularly sensitive nature (e.g. relates to health, race or sexual orientation), and the condition for processing this special category (sensitive) personal data is for ‘reasons of substantial public interest’.  

The type of personal data we process

We process personal data relating to:

  • Applicants of public appointment recruitment competitions – this can include: name (including title, and any Honours), address, telephone/mobile number and email address, national insurance number, date of birth, and progression through the competition stages.  Equal opportunities monitoring data which may include: national insurance number, gender, date of birth, marital status, dependants, employment history sector, level of educational attainment, first language, and may also include special category sensitive data (disability, sexual orientation, race, community background); 
  • Appointees - this can include: political activity, criminal history record checks, pen pictures, other information relating to an appointee’s performance in the role e.g. annual reviews, conflicts of interest, HR matters. Details of other public sector employment e.g. whether it is remunerated, whether payment has already been received for the same period. Details of appointments, reappointments and extensions held on the Public Appointment Database, this includes: the appointees name, address, date of birth, the name of the Public Body, position held, appointment term and remuneration;
  • Independent Assessors allocated to TEO public appointment recruitment competition selection panels - this includes: name, telephone/mobile number, email address and postal address if necessary; and
  • Individuals who have requested to be added to TEO mailing lists to receive details of specific or general public appointment vacancies - this includes, name and email address/postal address.

How we obtain the personal data

  • The personal information relating to TEO public appointments is obtained during the public appointment competition process e.g., from application forms, equal opportunities monitoring forms, interviews, political activity questionnaires, details of criminal history record checks acquired from AccessNI or UK Security Vetting, the individuals appointed or from other Agencies/individuals responsible for nominating appointees.  
  • The personal information relating to HR matters, including performance and remuneration, is provided by the public body and/or the appointees, or other public sector employers.
  • The personal information relating to public appointments in other NICS Departments and the Northern Ireland Office is provided by each individual department.
  • Contact details of independent assessors are provided by the Commissioner for Public Appointments for Northern Ireland. 
  • Individuals requesting to be added to the mailing lists provide their personal information.

Who the information may be shared with

  • The relevant details from application forms will be shared with the competition panel which will typically include a departmental representative, an Independent Assessor and usually a representative from the public body. At the sifting stage this will exclude the applicant’s identity details;
  • Equal opportunities monitoring information will not be shared with the competition panel;
  • Equal opportunities monitoring information will be shared with NISRA;
  • Some of the information appointees have provided will be used in a press release announcing the appointment, including their response to a political activity questionnaire;
  • Appointee’s name, address, date of birth, details of the post held and remuneration will be shared with NISRA and used to update the Public Appointments Database;
  • Some of the information applicants have provided will be presented anonymously within the Public Appointments Annual Report which is available to the public;
  • Appointee’s name, appointment term, details of remuneration and workload will be published in the Public Bodies Annual Report which is available to the public;
  • Some of the information provided may be disclosed to other government departments or the Northern Ireland Office e.g., details of appointments held and performance; the Commissioner for Public Appointments for Northern Ireland to conduct an audit of a competition or investigate a complaint, or anonymously in response to Assembly/Parliamentary Questions and other enquiries;
  • Some of the information may be shared with other public sector employers, where more than one public sector position is held, in order to avoid double paying;  
  • TEO public appointment competitions may be processed by HRConnect who are contracted to carry out human resource (HR) administration on TEO’s behalf. HRConnect are a shared service provided under the control of Department of Finance; and
  • The contact details of individuals on the mailing lists to receive details of public appointment vacancies may be shared with other NICS departments solely for this purpose.

We do not transfer your personal data to other countries.

How long we keep personal data

The personal information supplied, will be managed in accordance with Data Protection legislation.  In particular, the information will be kept for no longer than is necessary for the purposes for which it has been obtained.

  • Personal data relating to those appointed is retained for a period of up to 10 years after the appointment ends (including reappointments) in accordance with Dear Accounting Officer (DFP) 08/07.
  • Personal data relating to unsuccessful applicants is retained and disposed of in accordance with the TEO retention and disposal schedule.
  • The personal data held on mailing lists are held until consent is withdrawn or correspondence is no longer deliverable.
  • The personal data held by HRConnect is retained and disposed of in accordance with the Department of Finance retention and disposal schedule.
  • All other personal data is retained and disposed of in accordance with the TEO retention and disposal schedule.

What are your rights?

Complaints

If you are dissatisfied with how your personal information is being processed, please contact the Data Protection Officer using the details provided below.

Data Protection Officer: Dr David Lammey
The Executive Office
Castle Buildings
Belfast
BT4 3SL
Telephone: 0289 052 8242
Email: David.Lammey@executiveoffice-ni.gov.uk

If you are still dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

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

Telephone: 0303 123 1113
Email: casework@ico.org.uk
Website: https://ico.org.uk/global/contact-us/

Alternative formats/General enquires

If you have any other queries about this Privacy Notice or need a copy in an alternative format or language, please contact Central Appointments Unit at the address below.

Central Appointments Unit
Room A5.13
Castle Buildings
Belfast                      
BT4 3SR                                                       
Telephone: 028 9052 3495          
E-mail: Admin.CAU@executiveoffice-ni.gov.uk

Changes to this privacy notice

We keep this Privacy Notice under regular review and we will place any updates on TEO’s Public Appointments website page. This Privacy Notice was last updated on 16 November 2018.

How to complain if you are not happy with how we process your personal information

If you are unhappy with any aspect of this privacy notice, or how your personal information is being processed, please contact the Department’s Data Protection Officer at the address above.

If you are remain unhappy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

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

Tel: 0303 123 1113
Email: casework@ico.org.uk
Website: https://ico.org.uk/global/contact-us/

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