FCDO privacy notice: coronavirus (COVID-19) repatriation support
Updated 30 October 2020
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This publication is available at https://www.gov.uk/government/publications/fcdo-privacy-notice-coronavirus-covid-19-repatriation-support/fcdo-privacy-notice-coronavirus-covid-19-repatriation-support
Date last modified: 30 October 2020
This privacy notice covers:
The collection of personal data for the purposes of repatriation during the coronavirus (COVID-19) pandemic.
This Privacy Notice refers to all repatriation loans approved up until 30 October and remains published for British nationals who may wish to refer to it. The FCDO will continue to work with HM Passport Office in connection with unpaid loans (see para 5). From 30 October, personal data collected for the purposes of processing these loans will be handled in accordance with the FCDO’s Consular Services in the UK and missions overseas Privacy Notice.
1. Who we are
The Foreign, Commonwealth & Development Office (FCDO) comprising teams working in the UK and at British Embassies, High Commissions and Consulates overseas is part of the UK government. The FCDO pursues our national interests and projects the UK as a force for good in the world. We promote the interests of British Citizens, safeguard the UK’s security, defend our values and tackle global challenges with our international partners. In fulfilling these functions we process personal data.
We will ensure that we will treat all personal information in accordance with data protection legislation, including the UK General Data Protection Regulation and Data Protection Act 2018.
Foreign, Commonwealth & Development Office
King Charles Street
London
SW1A 2AH
Use telephone: 020 7008 1500
2. What data we process and why
During this time of crisis British Embassies, High Commissions and Consulates are processing personal data for the purposes of repatriating those stranded abroad.
This may include processing personal data so that you can be contacted in an emergency and assistance provided. It also includes processing personal data as part of the UK government’s repatriation efforts. This includes processing data in order to process emergency loans to eligible individuals.
The data that we process includes the following: name, address, nationality, mobile numbers, email addresses, passport information, date of birth and gender.
3. Data provided in times of crisis directly or by third parties
In most cases, you will have provided the data we hold. However, in some cases it may have been provided by a family member, parent or friend calling us for advice or support.
We provide a link to this privacy notice in our Personal Information Charter and whenever we communicate with individuals about how to contact us, (eg phone numbers/hotlines/webforms or SMS during a crisis) as a means of highlighting how personal data is held and processed.
4. Legal basis for processing
We process this data because it is necessary to perform our official functions as a government department, or is otherwise in the public interest so that we can provide consular assistance during the current crisis.
In the case of coronavirus (COVID-19), processing may in some cases also be covered by the vital interests lawful basis (because it is necessary to share the data in order to protect someone’s life).
Special category data is processed because it is necessary for us to be able to perform our repatriation efforts and therefore to perform our functions as a government department and it is necessary for reasons of substantial public interest. In the current crisis it may also be necessary to protect against serious cross border threats to health and in some cases it may be necessary in order to protect the vital interests of an individual (where the data subject cannot consent).
5. Data sharing
As part of our repatriation effort we may need to share your data with third parties in the country in which you are located. We may also need to share data with partner organisations that can provide you with information or support that we are unable to provide.
Where we share data this is done for important reasons of public interest and in a small number of cases where you cannot consent, to protect your vital interests or those of another person.
We may also have to share data with organisations in the United Kingdom such as a local hospital, Public Health England or other health or social care provider (for example if you are taken ill on the return home).
Where we have made an emergency loan in order to facilitate your repatriation and that has not been repaid in accordance with the terms of that loan will also share personal data with third parties such as credit reference agencies and the government debt management service, Indesser, who may use debt collection agencies to recoup the debt. We may also share personal data with other government departments in connection with any outstanding debts including with HM Passport Office.
6. Data processors
For the purposes of the repatriation Corporate Travel Management Pty Ltd (CTM) are acting as the FCDO’s partner providing assistance with the booking of repatriation flights. They are also managing the loans process on behalf of the FCDO. They will be processing the personal data (including special category data) mentioned above as a data processor on behalf of the FCDO. CTM will also process payments although payment information will not be retained.
As part of their role CTM may share personal data with the flight company and departure and arrival airports.
7. Security of your data
We take data security very seriously and we take every step to ensure that your data remains private and secure. For online services we have procedures and security features in place to keep your data secure once we receive it. We also use SSL in order to encrypt all data transferred to and received from our server.
8. How long we keep your data
We retain data in line with our retention schedules. We do not retain payment data.
9. How to contact us
If you have any questions about anything in this notice, or if you consider that your personal data has been misused or mishandled, or if you would like to exercise any of your rights, contact us: Data.Protection@fcdo.gov.uk.
You can also contact the Data Protection Officer at the Foreign, Commonwealth & Development Office:
Data Protection Officer
Knowledge Management Department
Knowledge and Technology Directorate
Room WHG 127
Foreign, Commonwealth & Development Office
King Charles Street
London
SW1A 2AH
Email: Data.Protection@fcdo.gov.uk
Telephone: 020 7008 1500
10. Complaints
You may also make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:
Email: casework@ico.org.uk
Telephone: 0303 123 1113
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF