Privacy notice relating to correspondence received by DESNZ
Published 3 May 2023
© Crown copyright 2023
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This publication is available at https://www.gov.uk/government/publications/desnz-correspondence-privacy-notice/privacy-notice-relating-to-correspondence-received-by-desnz
This notice sets out how we will use your personal data, and your rights. It is made under Articles 13 and 14 of the UK General Data Protection Regulation (UK GDPR).
Your data
Purpose
The purpose for which we are processing your personal data is to respond to letters, emails or other communications from members of the public, Parliamentarians, and representatives of organisations.
The data
We will process the following personal data:
- your name
- address
- email address
We will also:
- collect details of any concerns raised in your correspondence
- process any other information you volunteer about yourself
We may also process special category data or data about criminal convictions if you volunteer such information.
Special categories of personal data include:
- data about racial or ethnic origin
- political opinions
- religious or philosophical beliefs
- trade union membership
- genetic data
- biometric data for the purpose of uniquely identifying a natural person, health, or sex life or sexual orientation
Legal basis of processing
The legal basis for processing the personal data is that 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 being accountable and transparent about the functions and policies for which the department is responsible.
Where special category data or data about criminal convictions is volunteered by a correspondent, our legal basis for processing it is:
The 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. The substantial public interest is being accountable and transparent about the functions and policies for which the department is responsible.
In relation to constituency correspondence we also rely upon:
The processing consists of the disclosure of personal data to an elected representative or a person acting with the authority of such a representative; and it is in response to a communication to the controller from that representative or person which was made in response to a request from an individual; and the personal data is relevant to the subject matter of that communication; and the disclosure is necessary for the purpose of responding to that communication.
Recipients
Your information may be shared with other public bodies, or the devolved administrations, where it is necessary in order to provide a full answer to you, or where it is necessary to transfer correspondence to a more appropriate body for answer.
Your information may be shared with your MP where they are writing on your behalf.
As personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide email, and document management and storage services.
Source of information
Where we did not receive your personal data from you, it was received from your MP, or by another person writing in on your behalf, or by another correspondent.
Retention
Personal information in correspondence will usually be deleted 3 calendar years after the correspondence or case is closed or concluded.
Public correspondence may however be kept if it is sufficiently significant that it should be retained for the historical record.
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
- request that any inaccuracies in your personal data are rectified without delay
- request that any incomplete personal data are completed, including by means of a supplementary statement
- request that your personal data are erased if there is no longer a justification for them to be processed
- in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted
- object to the processing of your personal data
A full list of your rights under the General Data Protection Regulation (GDPR) is available on the ICO website.
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 European Union. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.
The right to withdraw consent
You have the right to withdraw your consent at any time where DESNZ is relying on consent to process your personal data.
Contact us or make a complaint
Contact the DESNZ Data Protection Officer (DPO) if you:
- have any questions about anything in this document
- think that your personal data has been misused or mishandled
Contact the DESNZ DPO:
DESNZ Data Protection Officer
Department for Energy Security and Net Zero
3-8 Whitehall Place
London
SW1A 2EG
You can also make a complaint to the Information Commissioner (supervisory authority), who is an independent regulator.
Contact the ICO:
Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.