EU Settlement Scheme: privacy information notice
Updated 14 January 2022
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This publication is available at https://www.gov.uk/government/publications/eu-settlement-scheme-privacy-information-notice/eu-settlement-scheme-privacy-information-notice
Personal information supplied or collected for the purposes of inviting voluntary community sector (VCS) organisations to find out more information about the EU Settlement Scheme, including grant funding, will be held and processed by The Home Office, which is based at 2 Marsham Street, London, SW1P 4DF. The Home Office is the controller for this information.
The Home Office has appointed a data protection officer (DPO) to help ensure that we fulfil our legal obligations when processing personal information. The DPO can be contacted by:
Post:
Office of the DPO
Peel Building
2 Marsham Street
London
SW1P 4DF
Email: dpo@homeoffice.gov.uk
Telephone: 020 7035 6999
How we gather and use your personal information
We are only allowed to use, gather and share personal information where we have an appropriate legal basis to do so under the UK General Data Protection Regulations (UK GDPR) or the Data Protection Act 2018. The Home Office collects and processes personal information to fulfil its legal and official functions.
We obtain personal information from organisations you have previously engaged with, or from publicly available sources such as your organisation’s website.
The legal basis for the processing of your information is Article 6(1)(e) of the UK GDPR – that is, that the 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 controller.
We will use your personal information to contact you regarding a teleconference about the EU Settlement Scheme (outlined in Immigration Rules Appendix EU) and the Grant Scheme process. We will contact you using, and your information will be processed by, our SMART email system.
What information we process
The information we process includes:
- personal details (your name and employer)
- email address
Sharing your personal information
Your data will only be used for the purpose described and will not be shared with any third parties other than our communications partner involved in providing our SMART email service:
Syrenis Ltd
Vanguard House
Keckwick Lane
Daresbury
WA4 4AB
We will share your data if we are required to do so by law – for example, by court order, or to prevent fraud or other crime.
Transferring your information outside the European Union
Your personal information will not be transferred outside the European Union and will not be used for any automated decision making.
How we keep your personal information secure
Your personal information will be stored in a secure government IT system.
Electronic records that contain any personal information will be held in a secure way, and will only be made available to those who have a right to see them.
We use technical and organisational measures such as:
- encryption of our data and IT equipment
- regular data protection training for our staff
- regular testing of our technology
- restricted access controls
Storing your information
Your personal information will be held for as long as necessary for the purpose for which it is being processed and in line with departmental retention policy.
Children’s privacy protection
We understand the importance of protecting children’s privacy online. This service is not designed for, or intentionally targeted at, children 13 years of age or younger. It is not our policy to intentionally collect or maintain data about anyone under the age of 13.
How to get a copy of your personal information
You can request your personal information.
Under the UK GDPR you also have the right to object to and ask to restrict our use of your personal information, and to ask us to rectify or delete your personal information. However, there may be a number of legal or other official reasons why we need to continue to keep or use your data.
If you want to exercise these rights please email us at: subjectaccessrequest@homeoffice.gov.uk
Postal applications may be made at:
Subject Access Request Unit
Lunar House, 40 Wellesley Road
Croydon
CR9 2BY
How to complain
You also have the right to complain to the Information Commissioner’s Office about the way we handle your information or respond to your requests for access to your personal information or the exercise of your other rights under the GDPR or the UK Data Protection Act 2018.
Postal applications are not being processed because of coronavirus (COVID-19) until further notice.
You can contact the Information Commissioner’s Office by telephone on 0303 123 1113.
Website: Information Commissioner’s Office
Changes to this privacy information notice
The Home Office may amend this notice from time to time. If the Home Office makes any substantial changes in the way its officials use your personal information, the Home Office will make that information available by amending this and any associated notices.