Privacy Policy
Effective Date: 01 January 2024

The Office of the Head of Civil Service of the Federation (“OHCSF” or “Office”) is committed to safeguarding the privacy of all individuals whose personal data we process. This Privacy Policy explains how we collect, use, share, and protect your personal data in compliance with the Nigerian Data Protection Act, 2023 (NDP Act), and other applicable laws.

Preamble

The OHCSF recognizes the privacy rights of all individuals who engage with our office, including public servants, external stakeholders, and the general public. This policy ensures transparency in our data processing practices and compliance with data protection laws in Nigeria.

1. Name and Address of the Data Controller

Data Controller: Office of the Head of Civil Service of the Federation
Address: Federal Secretariat Complex, Phase II, Abuja, Nigeria.
Contact Information: registry.ohos@ohcsf.gov.ng

2. Definitions and Interpretation

In this Policy, the following terms have the meanings assigned:

  • “Personal Data”: Information relating to an identified or identifiable individual.

  • “Processing”: Any operation performed on personal data, such as collection, recording, storage, modification, and erasure.

  • “Data Subject”: Any individual whose personal data is processed by the OHCSF.

  • “Data Controller”: The OHCSF, as the entity that determines the purposes and means of processing personal data.

  • “Cookies”: Small text files stored on your device when accessing our online platforms to collect information about your browsing preferences.

3. Information We Collect

3.1 Categories of Personal Data Collected:

  • Personal Identification Information: Name, national ID, contact information (email, phone number), employment details, and civil service-related information.

  • Usage Data: Information about how you interact with OHCSF websites and services, including IP address, browser type, pages visited, and time spent on pages.

  • Device Information: Data about the device used to access our services, such as operating system and network information.

  • Demographic Information: Data such as age, gender, and location, collected through forms or surveys.

  • Communication Data: Records of interactions with OHCSF, such as inquiries, complaints, or feedback submissions.

3.2 How We Collect Data:

  • Direct Collection: Via forms, submissions, or communications with the OHCSF.

  • Automated Collection: Through cookies and similar tracking technologies on our websites.

  • Third-Party Sources: Data obtained from government databases or other authorized third-party service providers.

OUR SCOPE OF DATA PROCESSING

In varying degrees, vis-à-vis the services we provide for you or your level of engagement with us, we do process your personal data. Below is a table containing the major types of personal data, the purpose and the lawful bases for processing them:

S/N

PURPOSE OF COLLECTION

TYPE OF DATA

LAWFUL BASIS

1

REGULATORY ACTIONS

Name, Phone, Email Address, Contact Address, Sex, Date of Birth, passport and educational record.

LEGAL OBLIGATION. Some instances may involve public interest.

2

NOTIFICATIONS

Name, Phone, Email Address, Contact Address, Sex, Country, State and Date of Birth.

LEGAL OBLIGATION. Some may require consent as prescribed by the NDPA.

3

DATA ANALYTICS

Name, Phone, Email Address, Contact Address including Countries, State, Sex and Date of Birth.

CONSENT. (To ensure that our services suit the purpose of data subjects and to measure our performance). Some may involve legitimate interest or legal obligation where analytics are tailored towards crime prevention.

4

SECURITY

Name, Phone, Email Address, Contact Address, Sex, Date of Birth and ID Number.

LEGAL OBLIGATION. For safety and security of lives and property. Some may involve legitimate interest or public interest where analytics are tailored towards crime prevention.

5

EMPLOYMENT 

Name, Phone, Email Address, Contact Address, Sex, Date of Birth, passport, medical record, educational record.

CONTRACT.  This is the major lawful basis. Some instances may involve other lawful basis such as consent, vital interest or legal obligation.

6

CONTRACT

Name, Phone, Email Address, Contact Address, Sex,

CONTRACT. Some instances may involve legitimate interest or public interest - particularly in carrying out due diligence.

7

VERIFICATION

Name, Phone, Email Address, Contact Address, Sex, Date of Birth, passport, ID Number, educational record, social media handles, 

To connect our users with investors, employers, funding partners, we need to verify the users using their ID numbers and other means. This guarantees the authenticity and integrity of the platform, the users and give some level of comfort to the stakeholders involved. 

Please note that the categories of data and the lawful basis provided are not exhaustive. We are governed by the NDP Act and we process data without prejudice to your rights as a data subject.

4. Purpose of Data Processing

OHCSF processes your personal data for various purposes, including but not limited to:

  • Civil Service Management: Processing data related to employment, appointments, promotions, and retirements in the federal civil service.

  • Service Improvement: Analyzing data to improve the effectiveness of the OHCSF’s operations and services.

  • Communications: Sending updates, newsletters, or responding to inquiries.

  • Compliance: Ensuring compliance with legal obligations, including reporting and responding to lawful requests by regulatory authorities.

  • Security: Monitoring and safeguarding the security of OHCSF platforms, infrastructure, and information.

  • Record Keeping: Maintaining accurate records in compliance with legal obligations.

5. Legal Basis for Processing

OHCSF processes personal data on the following legal bases:

  • Legal Obligation: Processing is necessary to comply with legal obligations under Nigerian law, such as civil service regulations.

  • Consent: For certain processing activities, such as communications or marketing, the explicit consent of data subjects is obtained.

  • Public Task: Processing necessary for the performance of tasks carried out in the public interest or in the exercise of official authority.

  • Legitimate Interests: Processing for the legitimate interests pursued by the OHCSF, provided these interests do not override your rights and freedoms.

6. Sharing of Personal Data

6.1 Data Sharing with Third Parties:

OHCSF may share personal data with:

  • Government Agencies: For statutory and legal purposes, such as civil service appointments and promotions.

  • Service Providers: To deliver services on our behalf, including IT support, data analytics, and communications.

  • Legal Authorities: To comply with legal obligations, such as court orders or government requests.

  • With Your Consent: Where you have explicitly consented to data sharing.

6.2 International Data Transfers:

OHCSF may transfer personal data to third parties or service providers located outside of Nigeria for processing purposes. Such transfers are conducted in compliance with the NDP Act, and adequate safeguards, including standard contractual clauses, are implemented to protect your data.

7. Data Security

OHCSF implements appropriate technical and organizational measures to protect personal data, including:

  • Encryption: Encrypting data both in transit and at rest to prevent unauthorized access.

  • Access Controls: Ensuring that only authorized personnel have access to sensitive data.

  • Regular Audits: Conducting security audits to identify and address vulnerabilities.

  • Incident Response: A dedicated team to handle data breaches and ensure prompt mitigation.

8. Data Retention

OHCSF retains personal data only as long as necessary for the purposes outlined in this policy or as required by law. The duration of retention depends on legal obligations, business needs, and potential disputes.

9. Your Rights

As a data subject, you have the following rights under the NDP Act:

  • Right to Access: Request confirmation of data processing and access to your personal data.

  • Right to Rectification: Correct inaccuracies in your data.

  • Right to Erasure: Request the deletion of personal data in certain circumstances.

  • Right to Restrict Processing: Request limitations on processing in specific scenarios.

  • Right to Data Portability: Receive your personal data in a structured, commonly used format and transmit it to another controller.

  • Right to Object: Object to data processing based on legitimate interests or public tasks.

  • Right to Withdraw Consent: Withdraw consent for processing activities at any time without affecting the lawfulness of processing before withdrawal.

  • Right to Lodge a Complaint: File a complaint with the Nigerian Data Protection Commission if you believe your rights have been violated.

10. Cookies and Tracking Technologies

OHCSF uses cookies and tracking technologies to enhance user experience and improve services:

  • Essential Cookies: Required for website functionality.

  • Performance Cookies: Collect data on user behavior to optimize services.

  • Functionality Cookies: Remember user preferences and settings.

  • Targeting Cookies: Deliver relevant content and advertisements based on user interests.

11. Third-Party Websites and Services

OHCSF’s online platforms may link to external websites, applications, or services. This Privacy Policy does not apply to third-party services, and OHCSF is not responsible for their privacy practices. We encourage you to review the privacy policies of third-party services you interact with.

12. Changes to This Privacy Policy

OHCSF reserves the right to update this Privacy Policy periodically. You are encouraged to review this policy regularly to stay informed of any changes. Continued use of OHCSF services after policy changes indicates acceptance of the updated terms.

13. Contact Us

For any questions or concerns regarding this Privacy Policy, or to exercise your data protection rights, please contact our Data Protection Officer at:

  • Email: registry.ohos@ohcsf.gov.ng

  • Address: Federal Secretariat Complex, Phase II, Abuja, Nigeria.