Guidance

Privacy Notice Lord-Lieutenant/Vice Lord-Lieutenant/Deputy Lieutenant Lieutenancy Appointments

Published 8 August 2023

This notice sets out how we will use your personal data and your rights. It is made under Articles 13 and 14 of the General Data Protection Regulation (GDPR).

Your personal information

We will use the data you provide in this form for the sole purpose of processing your appointment as a Lord-Lieutenant, Vice Lord-Lieutenant or Deputy Lieutenant.

The legal basis for processing your data is that it is necessary for the exercise of a function of the Crown. In this case, it is the exercise of a function of the Crown in appointing and supporting Lord-Lieutenants, Vice Lord-Lieutenants and Deputy Lieutenants. We may hold personal data received from third parties consulted through the appointments process. Such information will be held in strict confidence.

Diversity monitoring form

We will collect diversity information for monitoring purposes.

The legal basis for doing so is that:

• processing is of a specific category of personal data is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified (in paragraph 7(2) of Part 2 of Schedule 1 to the Data Protection Act 2018) in relation to that category with a view to enabling such equality to be promoted or maintained.
• processing is necessary for reasons of substantial public interest for the exercise of a function of the Crown.

Criminal convictions personal data

The processing by us of personal data relating to criminal convictions and offences or related security measures is not carried out under official authority, but is authorised because it is necessary for reasons of substantial public interest for the exercise of a function of the Crown.

Recipients

Your data will be shared with the ACRO Criminal Records Office, the Prime Minister’s Office at No.10 Downing Street and the Royal Household.

As your personal data will be stored on our IT infrastructure, it will also be shared with our data processors, Google and AODocs.

If you claim expenses as a result of your duties, your data will be shared with our payment provider, Shared Services Connect Ltd, for the purposes of processing payments.

Your data will be stored on our IT infrastructure, and thus shared with our data processors who provide email and document management services to us.

Retention

If you are appointed, your data will be held by us for 30 years after you retire.

If you are not appointed, your data will be held for 30 years for a Lord-Lieutenant appointment and one year for a Vice Lord-Lieutenant or Deputy Lieutenant appointment. We will retain a record that you were considered for the role.

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.

You have the right to request that any inaccuracies in your personal data are rectified without delay.

You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.

You have the right to request that your personal data are erased if there is no longer a justification for them to be processed.

You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted.

You have the right to object to the processing of your personal data.

International Transfers

Your data will be transferred outside the EU when it is stored on our IT infrastructure. But it will receive equivalent legal protection through the use of Model Contract Clauses.

Complaints

If you consider that your personal data has been misused or mishandled, you may 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

0303 123 1113

casework@ico.org.uk

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

If you require further details on how your information is used, please contact the Data Protection Officer at dpo@cabinetoffice.gov.uk.

The data controller for your personal data is the Cabinet Office. The contact details for the data controller are:

Cabinet Office
Honours and Appointments Secretariat
Room G/38
1 Horse Guards Road
London
SW1A 2HQ

0207 276 2777

honours@cabinetoffice.gov.uk