Guidance

FCO privacy notice: applicants for Antarctic permits

Published 12 June 2018

This guidance was withdrawn on

This privacy notice is no longer current. Instead, see the FCDO privacy notice for applicants for Antarctic permits.

© Crown copyright 2018

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This publication is available at https://www.gov.uk/government/publications/fco-privacy-notice-applicants-for-antarctic-permits/fco-privacy-notice-applicants-for-antarctic-permits

1. Who we are

Polar Regions Department
Foreign and Commonwealth Office
King Charles Street
London
SW1A 2AH

Email: polarregions@fco.gov.uk

2. What data we process and why

The Foreign and Commonwealth Office (FCO) works in the UK and overseas to safeguard Britain’s national security, build Britain’s prosperity and support British citizens overseas. In doing so we process personal data.

In particular, the Polar Regions Department processes personal data for the purposes of permitting expeditions, vessels, aircraft and specialist activities which take place in Antarctica.

We process this data because it is necessary to do so in order to perform our official functions as a government department and is in order to comply with the Antarctic Act 1994, Antarctic Act 2013 and Antarctic Regulations 1995/490 (as amended).

4. What we do with it

Within 10 days from the confirmation of receipt of an Antarctic permit application, basic details are published on the FCO website in accordance with regulation 4(2) of the Antarctic Regulations 1995 as amended by Regulation 2 of The Antarctic (Amendment) Regulations 2008/3066. These details consist of the intended permit holders name, email contact and a summary of the intended activity. This information is also included on the Antarctic Treaty Secretariat Information Exchange in accordance with Article VII of the Antarctic Treaty which requires each Party to freely exchange information about its activities.

The Polar Regions Department will also exchange information about visitor activity in Antarctica as and where necessary if there are potential implications for other Parties to the Antarctic Treaty. For example if the activity involved another Antarctic Treaty member we would consult that Party to ensure there were no concerns. This would be limited to names only. No other personal details would be shared. Passport biodata pages that confirm the identity of the intended permitt holder would not be shared.

Full passenger lists which include names and nationality details are required as the permit needs to cover all those participating in the expedition. Emergency contact details for the permit holder/operator consisting of a name and contact telephone number are required in case of emergency and are shared with the FCO’s Global Response Centre and within the Polar Regions Team.

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.

5. How long we keep your data

We will retain your personal data for 10 years.

6. Your rights

You have the right to:

  • object – request that your data is not processed for certain purposes
  • erasure – request that your personal data is erased where one of the statutory grounds applies
  • data portability – the right to obtain and reuse your personal data for your own purposes across different services in certain circumstances
  • restrict processing – request that the processing of your personal data is restricted in certain circumstances – for example, where accuracy is contested
  • rectification – request that any inaccuracies in your personal data are rectified without delay. Request that any incomplete personal data is completed, including by means of a supplementary statement
  • access – request information about how your personal data is processed and to request a copy of that personal data

If your personal data is processed on the basis of consent, you have the right to:

  • withdraw consent to the processing of your personal data at any time
  • request a copy of any personal data you have provided

7. 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, you can contact us at: polarregions@fco.gov.uk

You can also contact the Data Protection Officer at the Foreign and Commonwealth Office:

Data Protection Officer
Knowledge Management Department
Knowledge and Technology Directorate
Room K4.02
Foreign and Commonwealth Office
King Charles Street
London
SW1A 2AH

Email: Data.Protection@fco.gov.uk Tel: 020 7008 1500

8. Complaints

You may 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

Email: casework@ico.org.uk

Tel: 0303 123 1113

9. Changes to this notice

We may modify or amend this privacy notice at our discretion at any time. When we make changes to this notice, we will amend the last modified data at the top of this page. Any modification or amendment to this privacy notice will be applied to you and your data as of that revision date. We encourage you to periodically review this privacy notice to be informed about how we are protecting your data.

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