Guidance

Privacy notice - Cabinet Office visitors

Updated 1 April 2019

© Crown copyright 2019

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

1. Your data

1.1 Purpose

The purpose for which we are processing your personal data is to maintain the integrity and security of Cabinet Office managed buildings and of the assets contained within.

We do this by maintaining records of the details of visitors to our buildings and of any vehicles parked on the Cabinet Office estate, and by gathering data to assess any threats to our buildings.

1.2 The data

We will process the following personal data:

  • names
  • host name
  • visitor’s organisation
  • visits (date & time)
  • vehicle details (if applicable)

In some situations, we may collect date of birth, home address, and any publicly available personal data that may be relevant to assessing an individual’s suitability to enter the premises. We may also review an individual’s National Security Vetting status and criminal conviction and caution information before allowing contractors or service providers access to our buildings.

The legal basis for processing your personal data is that it is necessary for the purposes of the legitimate interests pursued by the controller or by a third party. In this case our legitimate interest, and the legitimate interests of other visitors, are to ensure the safety of our buildings and their environs.

Our legal basis for collecting any sensitive personal data, or any data about criminal convictions, is that processing is necessary for reasons of substantial public interest for the exercise of a function of a government department, and that processing is necessary for the purposes of the prevention or detection of an unlawful act.

1.4 Recipients

Your personal data will be shared with staff who work on security matters. The data will also be shared with the department’s Total Facility Management contractor for those London buildings where one is employed. In those instances that contractor will also acting as the Cabinet Office’s data processor of this information.

1.5 Retention

Your personal data will be either be deleted after the visit or kept by us for a period of one day in respect of email notifications of visitors etc., unless it is required for reasons of historical importance or security purposes.

The main visitor record showing the names of visitors is retained for 18 months again unless it is required for reasons of historic interest or security purposes.

2. Your rights

You have the right:

  • to object to the processing of your personal data
  • to request information about how your personal data are processed, and to request a copy of that personal data
  • to request that any inaccuracies in your personal data are rectified without delay
  • to request that any incomplete personal data are completed, including by means of a supplementary statement
  • to request that your personal data are erased if there is no longer a justification for them to be processed
  • in certain circumstances (for example, where accuracy is contested), to request that the processing of your personal data is restricted
  • to object to the processing of your personal data where it is processed for direct marketing purposes
  • to request a copy of any personal data you have provided, and for this to be provided in a structured, commonly used and machine-readable format

3. International transfers

The data is securely stored inside the United Kingdom.

4. Complaints

If you consider that your personal data has been misused or mishandled, you may 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

Telephone: 0303 123 1113
casework@ico.org.uk

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

5. Contact details

The data controller for your personal data is the Cabinet Office. The contact details for the data controller are:

Cabinet Office
70 Whitehall, London
SW1A 2AS

Public Enquiries: Online Contact Form

The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.

The contact details for the data controller’s Data Protection Officer are: dpo@cabinetoffice.gov.uk

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