Guidance

Privacy notice for employees of an organisation which is a tenant of the IPO

Updated 14 November 2024

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This publication is available at https://www.gov.uk/government/publications/intellectual-property-office-privacy-notices/privacy-notice-for-employees-of-an-organisation-which-is-a-tenant-of-the-ipo

This privacy notice will help you to understand what personal data the Intellectual Property Office (IPO) collects about you, how the IPO uses this personal data, and what rights you have regarding your personal data.

It is important that you read this notice, together with any other privacy notice that is provided to you on specific occasions when we are collecting or processing your personal data, so that you are aware of how and why we are using it.

This notice applies to individual persons who are external to the IPO. This notice does not form part of any contract. This notice can be updated at any time and we will inform you if this occurs.

Personal data is any information that can be used to identify a living individual, either on its own, or in combination with other pieces of data. Examples of personal data includes your name and address.

Data processing includes the collection, use, and storage of data.

This notice is to inform employees of organisations which are tenants of the IPO.

The data controller is the IPO per article 4 of the UK General Data Protection Regulation (UKGDPR).

The Data Protection Officer for the IPO can be contacted using the contact details below:

DSIT Data Protection Officer

Department for Science, Innovation and Technology
1 Victoria Street

London

SW1H 0ET

Email: dataprotection@energysecurity.gov.uk

1. The purpose of processing your data

The IPO processes your personal data for the purposes of site security.

2. The lawful basis for processing your data

The IPO processes your personal data as it is necessary for the performance of the contract, to which the organisation you work for is a party, per Article 6(1)(b) and Article 6(1) (a) of the UKGDPR.

3. Your rights

You have the following rights regarding your personal data:

  • you have the right to request access to your data
  • you have the right to correct your data if it is incorrect
  • you have the right to obtain from the controller the erasure of your data
  • you have the right to your data being transmitted to another controller

If you wish to exercise your rights please contact the Data Protection Officer above.

4. If you do not provide your personal data

If you do not provide all of the requested personal data then the IPO may prevent access to its’ offices.

The IPO processes your personal data to provide and administer services and benefits which are available to you as an employee of an organization that is a tenant at Concept House. To do this the IPO requires your consent for this processing to be lawful.

Further processing may be performed on your personal data which was collected under the purposes of your consent.

6. Your rights

You have the following rights regarding your personal data:

  • you have the right to request access to your data;
  • you have the right to correct your data if it is incorrect;
  • you have the right to obtain from the controller the erasure of your data;
  • you have the right to your data being transmitted to another controller.
  • you have the right to withdraw your consent

7. Data Transfers

Your personal data will not be shared with any other organisation.

8. How long we keep your personal data

Your personal data will be retained for 3 months after the date we are notified you will be moving to another location or leaving the employment of an organisation which is a tenant of the IPO offices at Cardiff Road, Newport, NP10 8QQ.

9. The use of automated decision making

Your personal data is not used in any automated decision making (a decision made solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain conditions about an individual).

10. Change of purpose

We will only process your personal data for the purpose for which we collected it.

11. Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial changes. We will also notify you in other ways from time to time about the processing of your personal data.

12. How to lodge a complaint

If you have a complaint regarding the processing of your personal data, then please contact the Data Protection Officer listed above. You also have the right to lodge a complaint with the supervising authority, the Information Commissioner’s Office (ICO), at any time. Should you wish to exercise that right the full details are available at the ICO website.

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