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Privacy notice for public submissions for labour and environment FTA chapters

Published 13 March 2024

© Crown copyright 2024

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This publication is available at https://www.gov.uk/government/publications/public-submissions-on-environment-and-labour-fta-chapters/privacy-notice-for-public-submissions-for-labour-and-environment-fta-chapters

This privacy notice explains how the Department for Business and Trade (DBT), as a ‘data controller’, processes personal data for meeting our obligations under specific Free Trade Agreements (FTA). 

This notice is supplemented by our main privacy notice which provides further information on how DBT processes personal data and sets out your rights in respect of that personal data. 

DBT collects information about UK persons who have lodged written submissions on matters regarding the implementation of the Environment and Labour Chapters. 

DBT collects the following categories of personal data: 

  • Name
  • Email address

DBT collects this information in order to fulfil obligations under specific FTAs. Should an individual or organisation completing this form not provide the necessary information, DBT will be unable to fully access the UK persons submission. 

The table below sets out the primary legal bases we rely on for processing the personal data we collect about you. 

In some instances, we may process your data further for a compatible purpose and/or on other legal bases. For example, your data may be used for archiving, research and/or statistical purposes. These are compatible purposes for further processing in UK GDPR and your data will be subject to appropriate safeguards if used for such purposes. 

Personal Data (Article 6(1) UK GDPR) Special Category Data
Consent: Processing is necessary for a task carried out in the public interest or in the exercise of official authority vested in the controller In accordance with the processing condition found under UK GDPR Article 9, part g. 

Once received your data will be stored within DBT’s internal database which is managed by the Trade and Sustainable Development (TSD) team – there it will be independently assessed and reviewed against the relevant criteria.

Once your personal data is no longer needed as part of the assessment any identifiers will be removed and a de-identified dataset will remain for audit purposes.

We may share personal data you provide: 

  • with other government departments, public authorities, law enforcement agencies and regulators
  • in response to information requests, for example, under Freedom of Information (FOI) law or the Environmental Information Regulations (EIR)
  • where we are ordered to do so or where we are otherwise required to do so by law

 DBT will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

If we decide that we need to process your personal data for a reason which is incompatible with the purposes for which we collected it for, we will contact you to explain why we are doing this and why it is lawful to do so. 

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. 

You have a number of rights available to you under UK data protection legislation, including the right:

  • to request copies of the personal data we hold about you

  • to request that we rectify information about you which you think is inaccurate or incomplete

  • to request that we restrict your data from further processing (in certain circumstances)

  • to object to the processing of your data (in certain circumstances)

  • to data portability (in certain circumstances)

  • to request that we erasure your data (in certain circumstances)

  • not to be subject to a decision based on solely automated data processing 

You can contact DBT’s Data Protection Officer for further information about how your data has been processed by the department or to make a complaint about how your data has been used.

Please contact: data.protection@businessandtrade.gov.uk

You can also submit a complaint to the Information Commissioner’s Office (ICO) at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: https://ico.org.uk

Tel: 0303 123 1113 

You can find out more about your rights as a data subject, and details of how to contact our main privacy notice.

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