Guidance

Export wine to the EU: data protection privacy notice

Updated 15 October 2024

Applies to England, Scotland and Wales

© Crown copyright 2024

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: psi@nationalarchives.gov.uk.

Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.

This publication is available at https://www.gov.uk/government/publications/export-wine-to-the-eu-data-protection-privacy-notice/export-wine-to-the-eu-data-protection-privacy-notice

This privacy notice explains how Defra looks after and uses the data you provide as part of the VI-1 document application process. If you have any queries about the content of this privacy notice, please email wine.exports@defra.gov.uk.

Who collects your personal data

Department for Environment, Food and Rural Affairs (Defra) is the controller for the personal data we collect:

Department for Environment, Food and Rural Affairs
Seacole Building
2 Marsham Street
London, SW1P 4DF

If you need further information about how Defra uses your personal data and your associated rights you can contact the Defra data protection manager at data.protection@defra.gov.uk or at the above address.

The data protection officer for Defra is responsible for checking that Defra complies with legislation. You can contact them at DefraGroupDataProtectionOfficer@defra.gov.uk or at the above address.

What personal data we collect and how it is used

We collect your:

  • name
  • contact details
  • WSB number
  • details about the wine being exported

Consignments of wine exported from Great Britain (GB) to the European Union (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 combined with an analysis report drawn from the goods’ country of origin. This information will be used as the basis for the VI-1 document and as validation prior to certifying a VI-1 document.

Lawful basis for processing your personal data

The lawful basis for processing your personal data is that it is necessary for the performance of a task carried out in the public interest, which is laid down by law. The task is an obligation to issue certificates under:

  • Article 90(3) of Regulation (EU) No 1308/2013
  • Article 3 of Annex 15 to the UK-EU Trade and Cooperation Agreement.

The processing of your personal data is not based on consent. You cannot withdraw it.

Who we share your personal data with

We will share the personal data collected under this privacy notice with:

  • Food Standards Agency
  • Food Standards Scotland

Defra will use your WSB number and any other information we hold to verify your application against their registers of wine exporters.

We respect your personal privacy when responding to access to information requests. We only share information when necessary to meet the statutory requirements of the Environmental Information Regulations 2004 and the Freedom of Information Act 2000.

How long we hold personal data

We will keep your personal data for as long as you’re registered for wine export. If you cease trading, your personal data will be kept for a further 7 years.

What happens if you do not provide the personal data

If you do not provide the personal data we will be 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.

Use of automated decision-making or profiling

The personal data you provide is not used for:

  • automated decision making (making a decision by automated means without any human involvement)
  • profiling (automated processing of personal data to evaluate certain things about an individual)

Transfer of your personal data outside of the UK

We will only transfer your personal data to another country that is deemed adequate for data protection purposes.

Your rights

Based on the lawful processing above, your individual rights are:

Find out more about your individual rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

Complaints

You have the right to make a complaint to the Information Commissioner’s Office at any time.

Personal information charter

Our personal information charter explains more about your rights over your personal data.

Back to top