Guidance

FCO privacy notice: Government Diamond Office

Published 12 June 2018

This guidance was withdrawn on

This privacy notice is no longer current. Instead, see the FCDO privacy notice for the Government Diamond Office.

© Crown copyright 2018

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.

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This publication is available at https://www.gov.uk/government/publications/fco-privacy-notice-government-diamond-office/fco-privacy-notice-government-diamond-office

Date last modified: 7 June 2018

1. Who we are

The Government Diamond Office
which is part of the
Foreign and Commonwealth Office
King Charles Street
London
SW1A 2AH

Email: kpuk@fco.gov.uk

2. What data we process and why

The Foreign & 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 Government Diamond Office processes personal data for the purposes of rough diamond trade related activities.

In this regard we may collect, store, and use the following category of personal information about you:

  • personal contact details such as name, title, addresses, telephone numbers and personal email addresses

We may use your personal data to process information to enable you to export and import rough diamonds from/into the European Union (EU). This may cover:

  1. the provision of Kimberley Process (KP) certificates based on each application you provide to enable you to export rough diamonds
  2. the KP clearance procedures required to enable you to import rough diamonds
  3. preparations for the payment of KP certificates from you
  4. arrangements for the paper audit of your KP records
  5. providing you with the details you require about trading internationally in rough diamonds

We will only use your personal information when the law allows us to. In particular we will process personal data about you in the following circumstances:

  1. where we need to comply with a legal obligation to which we are subject
  2. where the processing is necessary for the performance of our official functions as a government department
  3. where it is necessary in order to take steps at your request to carry out a rough diamond related matter for you

4. Data sharing

There may be 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 as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal or accounting requirements. We must retain, for a minimum of 3 years, information on your KP export and import rough diamond shipments in accordance with the EU KP regulation on the international trade in rough diamonds.

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 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: ata.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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