Guidance

FCDO privacy notice: Government Diamond Office

Updated 20 February 2023

© Crown copyright 2023

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This publication is available at https://www.gov.uk/government/publications/fcdo-privacy-notice-government-diamond-office/fcdo-privacy-notice-government-diamond-office

What a privacy notice is

The General Data Protection Regulation requires that data controllers provide information to people whose personal information they process. Processing information means how we use it, store it, and share it, how long we keep it and how we destroy it.

This privacy notice includes:

  • who we are
  • what information we collect about you and how
  • how we use your information
  • why we collect personal information about you
  • who we share your information with and why
  • our lawful basis for processing
  • how long we keep your personal information for
  • your rights
  • how to contact us
  • how to make a complaint

Who we are

The Foreign, Commonwealth & Development Office (FCDO) pursues UK national interests and projects the UK as a force for good in the world. We promote the interests of British citizens and provide consular services overseas, safeguard the UK’s security, defend our values and tackle global challenges with our international partners. To do this effectively we must collect, store, share and use personal information.

The Government Diamond Office, which is part of the FCDO, implements the Kimberley Process (KP) in the UK. Our email address is kpuk@fcdo.gov.uk.

What information we collect about you and how

We may collect personal information from you. This personal data includes your personal contact details, including name, title, addresses, telephone numbers and work and personal email addresses.

We collect this information from you in a number of ways, which includes information that you provide to us directly by email.

How we use your information

We may use your personal data to process information to enable you to export and import rough diamonds from or into the UK. This may cover:

  1. The provision of Kimberley Process (KP) certificates based on each application you provide to enable you to export rough diamonds.

  2. The KP clearance procedures required to enable you to import rough diamonds.

  3. Preparations for the payment of KP certificates from you.

  4. Arrangements for the paper audit of your KP records.

  5. Providing you with the details you require about trading internationally in rough diamonds.

Why we collect personal information about you

The Government Diamond Office processes personal data for the purposes of rough diamond trade related activities.

Who we share your information with and why

Your personal data will not normally be shared outside the FCDO. There may be other circumstances in which we may lawfully share your data with third parties. For example, we may be 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.

Our lawful basis for processing

We will only use your personal information when the law allows us to. In particular, we will process personal data about you in the following circumstances:

  1. Where we need to comply with a legal obligation to which we are subject.
  2. Where the processing is necessary for the performance of our official functions as a government department.

How long we keep your personal information for

We will retain your personal data for as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal or accounting requirements. We must retain, for a minimum of 3 years, information on your KP export and import rough diamond shipments in accordance with the UK KP regulations on the international trade in rough diamonds. Your personal data will be destroyed securely in line with FCDO retention and disposal policy.

Your rights

There are 8 rights that you have when the Government Diamond Office is using your personal information. If you have any questions about these rights, you can contact the Data Protection Officer for more information.

  • right to be informed: you have the right to be informed about what we do with your personal data
  • right of access: you have the right to request a copy of any personal information we hold about you and what we do with it. This is known as a Subject Access Request. You can make a request by emailing information.rights@fcdo.gov.uk
  • right to rectification : you have the right to request that any inaccurate personal data we hold is corrected or have incomplete personal information completed
  • right to erasure: you have the right to request that your personal data is erased. This only applies in certain circumstances
  • right to restrict processing: you have the right to request that we limit the use of your personal data. This only applies in certain circumstances
  • right to data portability: you have the right to move, copy or transfer personal information from one IT system to another in a safe and secure way. This right only applies to certain information in certain circumstances
  • right to object: you have the right to object to the use of your information, which means that we would have to stop using your personal information. This right only applies to certain information in certain circumstances
  • rights related to automated decision making including profiling: if a decision is being made without human involvement in the decision making, you have the right to challenge and request a review of any decisions made

If your personal data is processed on the basis of consent, you have the right to withdraw consent to the use of your personal data at any time.

How to contact us

If you have any questions about this notice, consider that your personal data has been misused or mishandled, or would like to exercise any of your rights, you can contact us at kpuk@fcdo.gov.uk.

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

Data Protection Officer
Foreign, Commonwealth & Development Office
King Charles Street
London
SW1A 2AH

Email: Data.Protection@fcdo.gov.uk

Tel: 020 7008 5000

How to make a complaint

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

Tel: 0303 123 1113

Changes to this notice

We encourage you to reread this privacy notice, as we aim to update it regularly, to keep you informed about how we use your personal information.

This privacy notice was last updated on 20 February 2023.

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