Guidance

FCDO privacy notice: foreign diplomatic and consular staff in the UK

Published 2 September 2020

© Crown copyright 2020

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This publication is available at https://www.gov.uk/government/publications/fcdo-privacy-notice-foreign-diplomatic-staff-in-the-uk/fcdo-privacy-notice-foreign-diplomatic-and-consular-staff-in-the-uk

Date last modified: 2 September 2020

1. Who we are

Diplomatic Missions and International Organisations / Ceremonial Unit
Protocol Directorate
Foreign, Commonwealth & Development Office 
King Charles Street
London
SW1A 2AH

Email: Protocol.Enquiries@fcdo.gov.uk

2. What data we process and why

The Foreign, Commonwealth & Development Office (FCDO) works in the UK and overseas to safeguard Britain’s national security, build Britain’s prosperity and support British citizens overseas. In doing so we process personal data.

In particular, Diplomatic Missions and International Organisations Unit (DMIOU) and Ceremonial Unit (CU) processes the following categories of personal data for diplomatic and consular staff posted to foreign diplomatic missions and consular posts in the UK, and officials posted to international organisations in the UK:

  • your full name (and the names of any members of your household)
  • your date of birth (and the dates of birth of any members of your household)
  • your nationality/nationalities (and the nationality/nationalities of any members of your household)
  • your UK residence status (and the residence status of any members of your household)
  • your marital status (and the marital status of any members of your household)
  • your role at the mission to which you are posted
  • your place of residence in the UK; and
  • any vehicles belonging to you in the UK

We process this personal data for the purposes of fulfilling the UK’s statutory obligations under the Vienna Conventions on Diplomatic and Consular Relations and applicable international organisation headquarters agreements. There are also occasions when we process data relating to the alleged commission of an offence by, or upon an individual entitled to immunity. We process this data to ensure that immunities are not misused.

DMIOU and CU processes this data because it is necessary to do so in order for the FCDO to perform its official functions as a government department.

4. Data sharing

DMIOU and CU records this data on a central database. We then share relevant data with appropriate authorities, namely the Metropolitan Police Service, the Driver and Vehicle Licencing Agency, local government authorities, the TV Licencing Authority and the UK’s airports. This is to ensure that diplomatic and consular staff and members of international organisations (and members of their households) receive the privileges and immunities to which they are entitled and in order to ensure that such privileges and immunities are not misused.

There may be other circumstances in which we may lawfully share your data with third parties where, for example, we are required to do so by law, by court order, or to prevent fraud or other crimes. Where we share data, however, we shall do so in accordance with applicable data protection laws.

5. How long we keep your data

DMIOU will retain your personal data for as long as any issues, or potential issues, relating to your status, privileges and immunities (including those of any members of your household) remain relevant. Such issues may arise after your posting to the UK has ended.

6. Your rights

In certain circumstances you have the right to:

  • object – request that your data is not processed for certain purposes
  • erasure – request that your personal data is erased where one of the statutory grounds applies
  • data portability – the right to obtain and reuse your personal data for your own purposes across different services in certain circumstances
  • restrict processing – request that the processing of your personal data is restricted in certain circumstances – for example, where accuracy is contested
  • rectification – request that any inaccuracies in your personal data are rectified without delay. Request that any incomplete personal data is completed, including by means of a supplementary statement
  • access – request information about how your personal data is processed and to request a copy of that personal data

If your personal data is processed on the basis of consent, you have the right to:

  • withdraw consent to the processing of your personal data at any time

7. How to contact us

If you have any questions about anything in this notice, or if you consider that your personal data has been misused or mishandled, or if you would like to exercise any of your rights, you can contact DMIOU and CU: Protocol.Enquiries@fcdo.gov.uk

You can also contact the Data Protection Officer at the Foreign, Commonwealth & Development Office:

Data Protection Officer
Knowledge Management Department
Knowledge and Technology Directorate
Room K4.02
Foreign, Commonwealth & Development Office 
King Charles Street
London
SW1A 2AH

Email: Data.Protection@fcdo.gov.uk

Telephone: 020 7008 5000

8. Complaints

You may also 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

Email: casework@ico.org.uk

Telephone: 0303 123 1113

9. Changes to this notice

DMIOU and CU may modify or amend this privacy notice at our discretion at any time. When we make changes to this notice, we will amend the last modified data at the top of this page. Any modification or amendment to this privacy notice will be applied to you and your data as of that revision date. Changes to this notice will be posted on the FCDO website.

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