Guidance

10 Downing Street privacy notice for contact details

Published 13 February 2019

© Crown copyright 2019

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This publication is available at https://www.gov.uk/government/publications/10-downing-street-privacy-notice-for-contact-details/10-downing-street-privacy-notice-for-contact-details

1. Your data

1.1 Purpose

The purposes for which we are processing your personal data are:

  • managing phone communications between the Prime Minister’s Office and external parties by retaining contact information
  • recording contact history for the purposes of contact management
  • maintaining contact sets (for example for press releases and press conferences)
  • business contacts and supplier management
  • guest and event management

1.2 The data

We will process the following personal data:

  • name
  • address
  • email address
  • job title, role, employer or organisation represented
  • phone numbers
  • contact log
  • contact advice/requests
  • any guest special requests such as access or dietary needs

The legal basis for processing your personal data is it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.

The legal basis for processing your sensitive personal data concerning reasonable adjustments or special dietary needs is that it is necessary for the purposes of performing or exercising our obligations or rights as the controller, or your obligations or rights as the data subject, under employment law, social security law or the law relating to social protection.

1.4 Recipients

Contact details may be shared with staff of the Prime Minister’s political party working within the Prime Minister’s Office, when necessary in carrying out their duties, in the same way as for Civil Service Staff.

Your personal data will be shared by us with officials in other public bodies if we need to do so for legitimate operational reasons.

Your data may also be stored with our IT supplier who provides event management services.

1.5 Retention

Your personal data will be retained for period of 3 years from last use, except where retained for specific roles (e.g. current Members of Parliament), in which case they are removed when the person leaves that role.

Sensitive personal data, such as additional requirements volunteered by a No. 10 visitor are removed within 90 days.

Some information may form part of the historic record and would therefore be held indefinitely.

2. Your rights

You have the right:

  • to object to the processing of your personal data
  • to request information about how your personal data are processed, and to request a copy of that personal data
  • to request that any inaccuracies in your personal data are rectified without delay
  • to request that any incomplete personal data are completed, including by means of a supplementary statement
  • to request that your personal data are erased if there is no longer a justification for them to be processed
  • in certain circumstances (for example, where accuracy is contested), to request that the processing of your personal data is restricted
  • to object to the processing of your personal data where it is processed for direct marketing purposes

3. International transfers

All data will be stored in the United Kingdom or European Union.

4. 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

Telephone: 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.

5. Contact details

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

Cabinet Office
70 Whitehall
London
SW1A 2AS

Telephone: 0207 276 1234
publiccorrespondence@cabinetoffice.gov.uk

The contact details for the data controller’s Data Protection Officer are:

Stephen Jones
Data Protection Officer
Cabinet Office
70 Whitehall
London
SW1A 2AS

dpo@cabinetoffice.gov.uk

The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.

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