Guidance

Groupage export facilitation scheme privacy notice

Updated 26 March 2024

© Crown copyright 2024

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This publication is available at https://www.gov.uk/government/publications/groupage-export-facilitation-scheme-privacy-notice/groupage-export-facilitation-scheme-privacy-notice

This privacy notice explains how we will use your personal data when applying on behalf of a company to join the Groupage Export Facilitation Scheme (GEFS) and for the duration of membership. If you have any queries about the content of this privacy notice, please email GEFSteam@apha.gov.uk.

Who collects your personal data

Department for Environment, Food and Rural Affairs (Defra) is the controller for the personal data that is collected by the Animal and Plant Health Agency (APHA). APHA is an executive agency of Defra:

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

Defra collects your:

  • name
  • role
  • company
  • contact details
  • suppliers

Supplier lists which include the:

  • company name and registered address of the supplier
  • address from which supplies are procured (if different to the company name and registered address)
  • details of the supplies
  • confirmation of whether supplies are fully packaged for the final consumer
  • length of time the suppliers have been providing the commodity or commodities

You are applying for the company that you represent to join GEFS. We need your contact details to process the application and administer your company’s membership of the scheme.

We will use your data:

  • to verify eligibility for Groupage Export Facilitation Scheme membership which provides Certifying Officers (COs) and competent authorities with a sufficient level of confidence in the accuracy of the Support Attestations used within the groupage guidance
  • for compliance with the terms and conditions of membership

We may use your personal data in connection with customer research aimed at improving the services that we provide to you.

Lawful basis for processing your personal data

The lawful basis for processing your personal data is consent.

You have the right to withdraw your consent at any time. You can do this by emailing GEFSteam@apha.gov.uk.

Who we share your personal data with

APHA and Defra will share the personal data collected under this privacy notice.

They will have access to this data for the purposes of administration of the scheme, verifying eligibility for GEFS membership, and conducting audits to check compliance with the terms and conditions of the GEFS membership.

Summary scheme information and audit reports are shared with Royal College of Veterinary Surgeons (RCVS) to allow them to assess the effectiveness of GEFS.

APHA respects 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 APHA holds personal data

APHA will keep your personal data for as long as:

  • you are the authorised signee for the exporting company
  • the GEFS is operational

What happens if you do not provide the personal data

If you do not provide the personal data, you will not be able to apply or be a member of GEFS.

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

APHA 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 listed below. See more information 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.

APHA’s personal information charter

APHA’s personal information charter explains more about your rights over your personal data.

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