Guidance

FCDO privacy notice: foreign diplomatic and consular staff in the UK

Updated 2 January 2026

1. What a privacy notice is

The General Data Protection Regulation requires that data controllers provide information to people whose personal information they process. Processing information means how we use it, store it, and share it, how long we keep it and how we destroy it.

This privacy notice includes:

• who we are
• what information we collect about you and how
• how we use your information
• why we collect personal information about you
• who we share your information with and why
• our lawful basis for processing
• how long we keep your personal information for
• your rights
• how to contact us
• how to make a complaint

2. Who we are

The Foreign, Commonwealth and Development Office (FCDO) pursue 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, reduce poverty and tackle global challenges with our international partners. To do this effectively we must collect, store, share and use personal information

Diplomatic Missions and International Organisations / Ceremonial Unit is part of the FCDO and is responsible for protocol and ceremonial related matters. Our address is:

Diplomatic Missions and International Organisations / Ceremonial Unit
Protocol Directorate
Foreign, Commonwealth & Development Office 
King Charles Street
London
SW1A 2AH

Email: Protocol.Enquiries@fcdo.gov.uk

3. What information we collect about you and how

We may collect personal data from you. In particular, Diplomatic Missions and International Organisations Unit (DMIOU) and Ceremonial Unit (CU) process the following categories of personal data for diplomatic and consular staff posted to foreign diplomatic missions and consular posts in the UK, and officials posted to international organisations in the UK:

• your full name (and the names of any members of your household)
• your date of birth (and the dates of birth of any members of your household)
• your nationality/nationalities (and the nationality/nationalities of any members of your household)
• your UK residence status (and the residence status of any members of your household)
• your marital status (and the marital status of any members of your household)
• your role at the mission to which you are posted
• your place of residence in the UK and
  • any vehicles belonging to you in the UK
  • any declaration of existing medical conditions that may affect your driving

4. How we use your information

We process this personal data for the purposes of fulfilling the UK’s statutory obligations under the Vienna Conventions on Diplomatic and Consular Relations and applicable international organisation headquarters agreements. There are also occasions when we process data relating to the alleged commission of an offence by, or upon an individual entitled to immunity. We process this data to ensure that immunities are not misused.

5. Why we collect personal information about you

DMIOU and CU processes this data because it is necessary to do so in order for the FCDO to perform its official functions as a government department.

6. Who we share your information with and why

DMIOU and CU records this data on a central database. We then share relevant data with appropriate authorities, namely the Metropolitan Police Service, the Driver and Vehicle Licencing Agency, local government authorities, the TV Licencing Authority and UK airports. This is to ensure that diplomatic and consular staff and members of international organisations (and members of their households) receive the privileges and immunities to which they are entitled and in order to ensure that such privileges and immunities are not misused.

There may be other circumstances in which we may lawfully share your data with third parties where, for example, we are required to do so by law, by court order, or to prevent fraud or other crimes. Where we share data, however, we shall do so in accordance with applicable data protection laws.

7. Our lawful basis for processing

We process this data because:

• public task: where we are carrying out a specific task in the public interest or exercising official authority. This is the most commonly used lawful basis in the FCDO as we are a ministerial department
• legitimate interests: where we use your data in a way that you would reasonably expect for our own interests. This should have minimal privacy impact
• contract: we have a contract with you, or you have asked us to take specific steps before entering into a contract with you
• legal obligation: to comply with the law
• consent: you have given us clear consent to process your personal information for a specific purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated or new purpose, we will notify you and we will explain the legal basis which allows us to do so.

8. How long we keep your personal information for

DMIOU will retain your personal data for as long as any issues, or potential issues, relating to your status, privileges and immunities (including those of any members of your household) remain relevant. Such issues may arise after your posting to the UK has ended. Your personal data will be destroyed securely in line with FCDO retention and disposal policy.

9. Your rights

There are 8 rights that you have when the FCDO is using your personal information. If you have any questions about these rights, you can contact the Data Protection Officer for more information.

• right to be informed: you have the right to be informed about what we do with your personal data, which is the purpose of this privacy notice
• right of access: you have the right to request a copy of any personal information we hold about you and what we do with it. This is known as a Subject Access Request. You can make a request by emailing information.rights@fcdo.gov.uk
• right to rectification: you have the right to request that any inaccurate personal data we hold is corrected or have incomplete personal information completed
• right to erasure: you have the right to request that your personal data is erased. This only applies in certain circumstances
• right to restrict processing: you have the right to request that we limit the use of your personal data. This only applies in certain circumstances
• right to data portability: you have the right to move, copy or transfer personal information from one IT system to another in a safe and secure way. This right only applies to certain information in certain circumstances
• right to object: you have the right to object to the use of your information, which means that we would have to stop using your personal information. This right only applies to certain information in certain circumstances
• rights related to automated decision making including profiling: if a decision is being made without human involvement in the decision making, you have the right to challenge and request a review of any decisions made

If your personal data is processed on the basis of consent, you have the right to withdraw consent to the use of your personal data at any time.

When making a request to exercise any of these rights, please include your full name, up-to-date contact details and the date of your request. If you are making a Subject Access Request, you should include a comprehensive list of what personal data you want to access, including any relevant dates or search criteria to help us identify the data you want.

10. How to contact us

If you have any questions about this notice, consider that your personal data has been misused or mishandled, or would like to exercise any of your rights, you can contact the Data Protection Officer at the Foreign, Commonwealth and Development Office:

Data Protection Officer
Foreign, Commonwealth and Development Office
King Charles Street
London
SW1A 2AH

Email: Data.Protection@fcdo.gov.uk

Tel: 020 7008 5000

11. How to make a complaint

You can also 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

To make a complaint, visit the ICO website, select “Make a complaint” from the menu options on the home screen banner, and follow the complaints process.

12. Changes to this notice

We encourage you to reread this privacy notice occasionally, as we aim to update it regularly, to keep you fully informed about how we use your personal information.

This privacy notice was last updated on 2 January 2026.