Transparency data

VIP International Flights privacy notice

Published 2 January 2026

This notice sets out how we will use your personal data, and your rights. It is made under Articles 13 and/or 14 of the UK General Data Protection Regulation (UK GDPR). 

YOUR DATA 

Purpose

The purpose for which we are processing your personal data is to facilitate flights for those travelling with the PM or ministers on international visits. 

We process data of ministers, officials, journalists, law enforcement, and members of the public such as business representatives. 

The data

We will process the following personal data comprising contact details and the data needed to travel, such as passports or visa applications: name, email address, physical address, job title, telephone number, nationality, photographs, age, passports, and visas. 

We also collect data on dietary requirements disabilities where these are needed for traveller comfort and safety. 

Legal basis of processing 

The legal basis for processing your personal data is that processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller (Article 6(1)(e) UK GDPR). 

Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. 

The legal basis for processing your sensitive personal data is it is necessary for the purposes of performing or exercising our obligations or rights as the controller, or your obligations or rights, under employment law, social security law or the law relating to social protection (para 1, schedule 1, Data Protection Act 2018)

Recipients

Your personal data will be shared by us with those organisations who require it to facilitate the visit. These can include our travel management company, airlines, ground handlers, airports, host governments, embassies/FCDO, and other government bodies or private companies. 

As your personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide email, and document management and storage services. 

Retention

Your personal data will be kept by us for a period of five years. 

Where personal data have not been obtained from you

Your personal data were obtained by us from your company, employer or a public body. 

YOUR RIGHTS 

You have the right to request information about how your personal data are processed, and to request a copy of that personal data. 

You have the right to request that any inaccuracies in your personal data are rectified without delay. 

You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement. 

You have the right to request that your personal data are erased if there is no longer a justification for them to be processed. 

You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted. 

You have the right to object to the processing of your personal data.

INTERNATIONAL TRANSFERS 

We store your data on our IT infrastructure in the UK, 

We may need to send your data overseas in order to facilitate foreign travel. Where that is the case, we will rely on the destination country having a UK adequacy decision, or the transfer taking place for important reasons of public interest (article 49(1)(d) UK GDPR). 

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, or 0303 123 1113, or icocasework@ico.org.uk.  Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts. 

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, or 0207 276 1234, or https://www.gov.uk/guidance/contact-the-cabinet-office 

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

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