EU Settlement Scheme grant scheme teleconferences: privacy information notice
Updated 19 April 2021
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This publication is available at https://www.gov.uk/government/publications/eu-settlement-scheme-grant-scheme-teleconferences-privacy-information-notice/eu-settlement-scheme-grant-scheme-teleconferences-privacy-information-notice
Personal information supplied or collected for the purposes of inviting voluntary community sector (VCS) organisations to take part in an engagement teleconference to find out more information about the EU Settlement Scheme and the Grant Scheme process will be held and processed by The Home Office, which is based at 2 Marsham Street, London, SW1P 4DF. The Home Office is the controller for this information.
The Home Office has appointed a data protection officer (DPO) to help ensure that we fulfil our legal obligations when processing personal information. The DPO can be contacted by:
Post:
Office of the DPO
Peel Building
2 Marsham Street
London
SW1P 4DF
Email: dpo@homeoffice.gov.uk
Telephone: 020 7035 6999
How we gather and use your personal information
We are only allowed to use, gather and share personal information where we have an appropriate legal basis to do so under the UK General Data Protection Regulations (UK GDPR) or the Data Protection Act 2018. The Home Office collects and processes personal information to fulfil its legal and official functions.
We obtain personal information from organisations you have previously engaged with, or from publicly available sources such as your organisation’s website.
The legal basis for the processing of your information is Article 6(1)(e) of the UK GDPR – that is, that the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
We will use your personal information to contact you regarding a teleconference about the EU Settlement Scheme (outlined in Immigration Rules Appendix EU) and the Grant Scheme process. We will contact you using, and your information will be processed by, our SMART email system.
What information we process
The information we process includes:
- personal details (your name and employer)
- email address
Sharing your personal information
Your data will only be used for the purpose described and will not be shared with any third parties other than our communications partner involved in providing our SMART email service:
Syrenis Ltd
Vanguard House
Keckwick Lane
Daresbury
WA4 4AB
We will share your data if we are required to do so by law – for example, by court order, or to prevent fraud or other crime.
Transferring your information outside the European Union
Your personal information will not be transferred outside the European Union and will not be used for any automated decision making.
How we keep your personal information secure
Your personal information will be stored in a secure government IT system.
Electronic records that contain any personal information will be held in a secure way, and will only be made available to those who have a right to see them.
We use technical and organisational measures such as:
- encryption of our data and IT equipment
- regular data protection training for our staff
- regular testing of our technology
- restricted access controls
Storing your information
Your personal information will be held for as long as necessary for the purpose for which it is being processed and in line with departmental retention policy.
Children’s privacy protection
We understand the importance of protecting children’s privacy online. This service is not designed for, or intentionally targeted at, children 13 years of age or younger. It is not our policy to intentionally collect or maintain data about anyone under the age of 13.
Requesting access to your personal information
You have the right to request access to the personal information we hold about you. To do so, please email the team responsible for communications regarding the EU Settlement Scheme at eussgrants@homeoffice.gov.uk.
How do I complain if I am not happy?
If you are unhappy with how any aspect of this privacy notice, or how personal information is being processed, please contact the team directly responsible for it at eussgrants@homeoffice.gov.uk. .
If you have further questions or concerns about the use or disclosure of your personal information please contact the Home Office using the information on our personal information charter.
If you are still not happy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Changes to this privacy information notice
The Home Office may amend this notice from time to time. If the Home Office makes any substantial changes in the way its officials use your personal information, the Home Office will make that information available by amending this and any associated notices.