Guidance

Export wine to the EU: data protection privacy notice

Published 28 December 2020

Applies to England, Scotland and Wales

Who is collecting my data

The data controller is the Department for Environment, Food and Rural Affairs (Defra). You can contact the Defra Data Protection Manager at:

Data Protection Team
Department for Environment, Food and Rural Affairs
Area 1E, Nobel House
17 Smith Square
London, SW1P 3JR

Email: data.protection@defra.gov.uk

Send any questions about how we’re using your personal data and your associated rights to the above address or email.

Contact the Data Protection Officer responsible for monitoring that Defra is meeting the requirements of the legislation at:

Defra Group Data Protection Officer
Department for Environment, Food and Rural Affairs
SW Quarter, 2nd floor, Seacole Block
2 Marsham Street
London SW1P 4DF

Email: Data.protection@defra.gov.uk

How your data is collected and used

The processing of your personal data 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.

Your data is collected, processed and stored to enable Defra to exercise official authority as the competent body for wine exports to the EU.

Consignments of wine exported from GB to the EU are subject to EU third country requirements for wine, which may include having an EU VI-1 document.

Exporters of wine that’s not produced in GB must apply to Defra for a VI-1 document unless otherwise exempt. The data you provide as part of the application process will be used to complete validation checks prior to certifying a VI-1 document. This information, combined with an analysis report drawn from the goods’ country of origin, will complete the basis of the VI-1 document.

Such information will include:

• your WSB number
• your name, contact details and address
• details about the wine being exported

As party to a data sharing agreement with the Food Standards Agency and Food Standards Scotland, Defra will verify your WSB number against their register of wine exporters.

Sharing your data

As party to a data sharing agreement with the Food Standards Agency and Food Standards Scotland, Defra will verify your WSB number against their register of wine exporters. We may, in turn, share your data with the Food Standards Agency and Food Standards Scotland should any further validation be required.

Your data will be shared within Defra (including the Rural Payments Agency).

This will only be done as required for the administration of VI-1 certification.

No other data will be shared or disclosed to any other party outside Defra without your explicit consent.

Storing your data

Your personal data will be kept by us for as long as you’re registered for wine export. In addition, if you cease trading, your personal data will be kept by us for at least 7 years in line with our standard information retention policy.

If you do not provide the relevant data

Failure to provide this information will mean that we’re unable to process your application or certify your VI-1 document. Without this, you will not be able to legally export wine to the EU.

Automated decision-making or profiling

The provision of the information you provide is not connected with individual decision making (making a decision solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain things about an individual).

Data transfer outside the European Economic Area (EEA)

The data you provide will not be transferred outside the EEA.

Your rights

Find out your rights under the General Data Protection Regulation, the Data Protection Act 2018 (DPA 2018).

Making a complaint

You have the right to lodge a complaint with the Information Commissioner’s Office (supervisory authority) at any time.

Defra Personal Information Charter

See Defra’s Personal Information Charter for details on how we request and store personal information.