Guidance

RPA Customer Privacy Notices

Find out how the Rural Payments Agency (RPA) handles your personal data

Applies to England

Introduction

This document gives details about privacy arrangements across RPA’s schemes and services. For further information about how RPA manages your data, how you can exercise your rights and who to contact, read Personal Information Charter.

Call Recordings

The Rural Payments Agency (RPA) only records phone calls made to and from its call centre. If you receive a call from our call centre, we will tell you if it is being recorded at the beginning of the call. All other calls we make will not be recorded.

We keep call recordings for 6 months, for training purposes, or to make sure that the information you provide is accurately recorded on our systems.

In exceptional circumstances, we may keep recordings for longer, for example, where information emerges to indicate that the content of the call may be significant, or if you have requested a copy of the call.

To request copies of call recordings you will need to submit a Subject Access Request. You can read how to do this in the “How do I ask to see the data you hold about me?” section of our RPA Personal Information Charter.

Customer Privacy Notices

British Cattle Movement Services

Function Animal Movement Licensing Service
Purpose for Processing Compliance with statutory detailed rules as regards the minimum level of controls to be carried out in the framework of the system for the identification and registration of Bovine, Sheep and Goats animals.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Food Standards Agency, National Food Crime Unit, Animal and Plant Health Agency (APHA), Trading Standards, Animal Reporting and Movement Service, Agriculture Horticulture Development Board (also the British Pig Executive), Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales.
Function Cattle Identification, Inspections and Compliance
Purpose for Processing Regulations that specify the need for the competent authority to identify cattle, sheep and goats and Cross Compliance regulations including the carrying out of on the spot inspections of GB cattle holdings.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Animal and Plant Health Agency, Trading Standards, Local Authorities, External Officials, Food Standards Agency, Food Standards Scotland, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Defra Policy.
Function Cattle Tracing
Purpose for Processing A system for the identification and registration of cattle.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Animal and Plant Health Agency, Local Authorities, government departments of other countries associated with the imports and exports of live animals, markets, slaughterhouses, external officials, Farm Advisory Service, Agriculture & Horticulture Development Board, Food Standards Scotland, Food Standards Agency, Health and Safety Executive.
Function Ear Tag Allocation System (ETAS)
Purpose for Processing The manufacture and allocation of cattle ear tags.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Ear Tag Manufacturers, Animal and Plant Health Agency, External Officials, Approved Livestock Identification Manufacturers’ Association, Ulster Farmers Union, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales.
Function Sheep and Goat Inspections and Compliance
Purpose for Processing A system for the identification and registration of ovine and caprine animals with regard to the minimum level of checks to be carried out in relation to the identification and registration of ovine and caprine animals.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Animal and Plant Health Agency, Trading Standards, Local Authorities, External Officials, Food Standards Agency, Food Standards Scotland, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Defra Policy, Defra Investigation Services and third party contractors.

Basic Payment Scheme

Function Basic Payment Scheme
Purpose for Processing The Basic Payment Scheme (BPS) is the biggest of the European Union’s rural grants and payments to help the farming industry, it is a regulated scheme that works within the framework of the Common Agricultural Policy.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 11 years from the date of the last action on an individual claim.
Shared with Local Authorities, Highways England, High Speed Two (HS2) Limited, Her Majesty’s Land Registry, Health & Safety Executive, Utility suppliers, Wildlife and Nature Partnerships, Drainage Boards, Emergency Services, Airport Security, Natural England, Forestry Commission, Scottish Government Rural Payments and Inspections Directorate, Environment Agency, Welsh Government Rural Payments Wales and Department of Agriculture, Environment and Rural Affairs Northern Ireland, Ministry of Defence, Centre for Ecology & Hydrology, The National Grid.

Lump Sum Exit Scheme

Function Lump Sum Exit Scheme
Purpose for Processing The Lump Sum Exit Scheme offers farmers who wish to exit the industry the option of taking a lump sum payment in place of any further Direct Payments.

We will use your data
a) for research
b) for monitoring and evaluation, and
c) to inform you of other schemes that may be of interest.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 3 years for Expressions of Interest. At least 7 years from the end of the agreement for those accepted onto the scheme.
Shared with Defra Group, Defra Policy, Defra Investigation Services, Natural England, Forestry Commission, Environment Agency, Welsh Government Rural Payments Wales, Scottish Government Rural Payments and Inspections Directorate and Department of Agriculture Environment and Rural Affairs Northern Ireland.

Integrated Administration and Control System (IACS) Measures

IACS is operated in the Member States by accredited paying agencies and applies to all direct payment schemes as well as certain rural development support measures which are granted based on the number of hectares or animals held by the farmer. Furthermore, it is also used to manage the controls put in place to ensure that the requirements and standards under the cross-compliance provisions are respected.

Function Land Parcel Identification System (LPIS)
Purpose for Processing A system for the identification of all agricultural parcels in Member States called Land Parcel Identification System (LPIS).
Legal basis for collecting, using and holding your data Public task.
Retention period 7 years.
Shared with Defra group: Animal & Plant Health Agency, Agriculture & Horticulture Development Board, Centre for Environment, Fisheries and Aquiculture Science, Kew, Joint Nature Conservation Committee, Environment Agency, Veterinary Medical Directorate, Forestry Commission, MMO. Other government depts.: HM Land Registry, Ministry of Defence, Office of National Statistics, Cabinet Office, Highways Agency, UKSA, Hydrographic Office, National Parks, Research Councils e.g. Natural Environment Research Council, Centre for Ecology & Hydrology, Ordnance Survey, Local Authorities, Agri-tech sector e.g. farm software providers, Environmental consultancies, Drainage Boards. Charities including Wildlife trusts, RSPB, National Trust, Woodland Trust, West Country Rivers Trust, Developers and construction. Utilities e.g. National Grid, United Utilities, Welsh Water, Portsmouth Water, Academic research, Land agents, Farmers, Land Managers.
Function Customer Register
Purpose for Processing A system for the unique identification of farmers, the so called farmer’s register.
Legal basis for collecting, using and holding your data Public task.
Retention period Dependent on individual scheme rules for retention.
Shared with The customer information on this register is not regularly shared.
Function Register of animals where animal-based aid schemes apply
Purpose for Processing A computerised database for animals in Member States where animal-based aid schemes apply.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with See individual animal specific measures, above.
Function Payment entitlements register for applicants of the Basic Payment Scheme
Purpose for Processing A system for identification of payment entitlements in Member States applying the Basic Payment Scheme.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 11 years.
Shared with Refer to BPS.
Function Cross-compliance
Purpose for Processing Cross compliance is a set of rules which farmers and land managers must follow on their holding if they are claiming rural payments for: the Basic Payment Scheme, Countryside Stewardship, Entry Level Stewardship (including Organic Entry Level Stewardship and Uplands Entry Level Stewardship) agreements starting on or after 1 January 2007, Higher Level Stewardship (including Organic Higher Level Stewardship and Uplands Higher Level Stewardship) agreements starting on or after 1 January 2007, Woodland Management Grant and Farm Woodland Premium elements of English Woodland Grant Scheme agreements starting on or after 1 January 2007. Cross compliance is made up of ‘Statutory Management Requirements’ (SMRs) and standards for ‘Good Agricultural and Environmental Conditions’ (GAECs). They cover the following areas: public, animal and plant health environment, climate change and good agricultural condition of land animal welfare.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Refer to BPS and Rural Development.

Meat Technical Schemes

Function Beef Export Certification
Purpose for Processing Certification required to export beef outside the EU.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with European Union.
Function Carcase Deadweight Price Reporting
Purpose for Processing Deadweight price reporting is the EU scheme where larger abattoirs must submit weekly bulk price data for bovine carcases (cattle, bison and buffalo). The EU uses deadweight price information collected from all member states to decide whether it needs to do anything to support the industry.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with European Union.
Function Beef Carcase Classification
Purpose for Processing The Beef Carcase Classification (BCC) scheme is the compulsory classification of adult beef carcases to an agreed standard so that a fair meat price can be set.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with European Union.
Function Pig Carcase Grading
Purpose for Processing The scheme requires registered Abattoirs to classify carcases according to rules followed throughout the European Union.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with European Union.
Function Beef Labelling Scheme
Purpose for Processing A compulsory Beef labelling scheme the rules apply to anyone selling or supplying fresh or frozen beef or veal anywhere in the supply chain.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with European Union.

Rural Development Programme for England (RDPE) - Socio-economic measures

Provides financial support for projects to improve agriculture, the environment and rural life.

Countryside Productivity

Provides funding for projects in England which improve productivity in the farming and forestry sectors and help create jobs and growth in the rural community.

Function Adding Value to Agri-Food Scheme
Purpose for Processing To improve the processing of primary agricultural products to shorten supply chains and deliver benefits to primary producers.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with European Union.
Function Water Resource Management Scheme
Purpose for Processing Grants to improve farm productivity through more efficient use of water for irrigation.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union.
Function Small Grants
Purpose for Processing The scheme provides funding for farmers to purchase equipment to improve the productivity of their farm.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union.
Function Improving Farm Productivity Scheme
Purpose for Processing To improve farm productivity through equipment to aid crop and livestock production.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union and European Structural & Investment Fund Committee.
Function Improving Forestry Productivity Scheme
Purpose for Processing To improve forestry productivity through felling, extraction and adding value by primary processing of timber products.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union and European Structural & Investment Fund Committee.
Function Large Grants
Purpose for Processing Large grants (over £35,000) are available for forestry productivity, water resource management, adding value to agri-food and improving farming productivity.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union.
Function Cumbrian Countryside Access Fund Scheme
Purpose for Processing Individual grants available for landowners or public bodies to cover reinstating and improving rights of way for rural towns and villages, visitor attractions, long distance trails and those passing through environmentally sensitive areas such as Sites of Special Scientific Interest.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union.
Function European Innovation Partnership Scheme
Purpose for Processing Funds projects in public-private partnership in the field of information and communication technology (ICT) for active and healthy ageing.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union.
Function Farming Recovery Fund
Purpose for Processing Farming Recovery Fund (FRF) provides emergency financial assistance to farmers whose agricultural land has been impacted by exceptional weather conditions on 12 June 2019 in Wainfleet, Lincolnshire and 30 July 2019 in Arkengarthdale, Wensleydale and Swaledale in North Yorkshire.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years from the date of the last action on an individual claim.
Shared with Defra Group, Environment Agency, Natural England, Forestry Commission, Animal and Plant Health Agency.

Growth Programme

Provides funding for projects in England which create jobs and growth in the rural economy.

Function Business Development
Purpose for Processing These grants are to help rural businesses grow and create more jobs by way of improving buildings or buying new equipment.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union and the European Structural and Investment Fund Committee.
Function Food Processing
Purpose for Processing These grants are to help Food and drink businesses that process agricultural and horticultural products grow and create more jobs.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union and the European Structural and Investment Fund Committee.
Function Rural Broadband Infrastructure
Purpose for Processing Grant funding for projects in England which create broadband infrastructure in rural areas.
Legal basis for collecting, using and holding your data Public task.
Retention period 7 years.
Shared with Broadband UK and the European Union.
Function Rural Tourism Infrastructure
Purpose for Processing The aim is to support projects that will encourage more tourists to come, to stay longer and to spend more money in rural areas.
Legal basis for collecting, using and holding your data Public task.
Retention period 5 years.
Shared with European Union and European Structural and Investment Fund Committee.
Function Leader Scheme
Purpose for Processing Provides funding for projects in England which create jobs and growth in the rural economy.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 5 years.
Shared with European Union and European Structural and Investment Fund Committee.
Function Procured Projects: Bovine Tuberculosis (BTB) and Bovine Venereal Diarrhoea (BVD) scheme
Purpose for Processing Funding measures aimed and reduction and eradication of BTB and BVD.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with European Union.

Rural Development Programme for England (RDPE) - Countryside Stewardship measures

Countryside Stewardship is an integrated scheme that offers a range of multi-year and capital grants that address different environmental priorities across a variety of farm types.

Function Mid-Tier Stewardship
Purpose for Processing Multi-year agreements and capital items that focus on widespread environmental issues, such as reducing water pollution or improving the farmed environment for farmland birds and wild pollinators.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Higher Tier Stewardship agri environment; Woodland
Purpose for Processing Higher Tier is for land that requires more complex management tailored to the individual situation. These are usually in places that need complex management, such as restoring habitats, and improving woodland.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 11 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Wildlife Offers
Purpose for Processing A scheme that supports wildlife by creating sources of nectar and pollen for insect pollinators, winter food for seed-eating birds and improved habitats.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 11 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Hedgerow and Boundaries Grant
Purpose for Processing A grant to restore existing farm boundaries, and provide benefits to the environment and landscape.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 11 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Historic Buildings Restoration Grant
Purpose for Processing This grant is a standalone capital grant and pays 80% of eligible costs towards restoration of eligible historic buildings.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Natural England, Historic England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Water Capital Grant
Purpose for Processing A Mid-Tier grant that provides funding to improve water quality in high water quality priority areas.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Woodland Creation Grant
Purpose for Processing Multi-annual option available in the Higher Tier of the Countryside Stewardship scheme. Payments are made annually for a period of 10 years to cover the cost of maintaining the newly planted woodland resulting from the CS Woodland Creation agreement.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Woodland Tree Health Grant
Purpose for Processing A one-off payment to restock or improve woodland due to tree health problems.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Woodland Management Plan Grant
Purpose for Processing A one-off payment to support the production of a UK Forestry Standard (UKFS) compliant 10 year woodland management plan.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Implementation Plans and Feasibility Studies
Purpose for Processing It is available as a stand-alone agreement to aid an application for Higher Tier applications and can only be used with written permission from Natural England.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and others who supply Catchment Sensitive Farming and Farm Advice.
Function Facilitation Fund

Purpose for Processing

Multi-year agreements to fund Facilitators (individuals or organisations) to bring groups of land managers (farmers, foresters or others) together, enabling collaboration to:
- improve the natural environment at a landscape rather than single-farm scale
- achieve greater improvements than individual holdings could on their own.

The Facilitator works with a group of land managers to:
- develop cooperation / knowledge sharing between the group members
- agree the CS priorities they plan to take forward across their holdings, from the CS statements of priorities on GOV.UK
- source / deliver training required to enable the group members to make improvements and achieve the CS priorities.

We will use your data for the following purposes:

1. Assessing your application and entry into an agreement
a) assess your application, for example, checking against eligibility criteria, and
b) to contact you, as necessary, about your Facilitation Fund agreement offer. For example, to discuss any changes with you.

2. Implementing and monitoring your agreement
a) to help us implement the monitoring of your Facilitation Fund agreement.

3. Taking part in Facilitation Fund learning activities
a) to help us develop and improve scheme policy. We may contact you to inform you of future schemes
b) we may contact you about Facilitation Fund learning activities and send you feedback
c) we may also contact you with other co-design opportunities relating to the future schemes.

4. Facilitation Fund scheme evaluation
a) to help evaluate Facilitation Fund scheme value for money and overall effectiveness, and
b) to monitor delivery towards Defra’s 25 Year Environment Plan goals and carbon net zero targets.

Legal basis for collecting, using and holding your data

Public task
Subject to budget constraints, if your application is successful, you will be offered a Facilitation Fund agreement. The agreement sets out details of what you are undertaking to do and what you will be paid in return.

The Facilitation Fund terms and conditions form part of your agreement, details are provided on the Facilitation Fund pages on GOV.UK.

We will seek your consent for:

a) research activities that sit outside Defra’s programme of pilot learning activities, for example, joining a ‘user panel’ looking at co-design of future measures, and
b) where we approach you about use of information for promotional measures.

Retention period

At least 7 years from the end of the agreement for those accepted onto the scheme.

Shared with

Defra, RPA, Natural England, Forestry Commission and the Environment Agency; and Local Authorities (involved in assessing applications and scheme monitoring); Other public bodies and their accredited agents both nationally and locally with a vested responsibility for the public good and the environment.

Rural Development Programme for England (RDPE) - Environmental Stewardship measures

Environmental Stewardship (ES) is a land management scheme to promote the responsible use and protection of the natural environment.

Function Entry Level Stewardship
Purpose for Processing A scheme to improve water quality, reduce soil erosion, improve conditions for farmland wildlife, maintain and enhance landscape character and protect the historic environment. Includes Uplands ELS: simple and effective land management agreements with priority options.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 11 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, National Audit Office, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and Catchment Sensitive Farming and Farm Advice organisations.
Function Higher Level Stewardship
Purpose for Processing A discretionary grant that concentrates on the more complex types of management where land managers need advice and support and where agreements need to be tailored to local circumstances.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 11 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, National Audit Office, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and Catchment Sensitive Farming and Farm Advice organisations.
Function Organic Entry Level Stewardship
Purpose for Processing A ‘whole farm scheme,’ open to farmers who manage all or part of their land organically and who are not receiving aid under the Organic Aid Scheme or the Organic Farming Scheme, includes Uplands OELS: organic and conventional mixed farming agreements.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 11 years.
Shared with Natural England, Forestry Commission, Environment Agency, National Park Authorities, National Audit Office, Hallmark (for in situ visits), Local Authorities (involved in setting up an agreement), and Catchment Sensitive Farming and Farm Advice organisations.

Trader Schemes

Measures concerning agricultural goods.

Import and Export Measures

Function Import and Export Licensing Scheme (including Tariff Rate Quotas)
Purpose for Processing A system for managing import and export licences with regard to the rules on the release and forfeit of securities lodged for such licences.

We will use your data to:

1. consider your application and to check it meets the eligibility criteria

2. evaluate the strengths of your application against the scheme priorities

3. consider the overall effectiveness of the scheme or function and whether the outcomes met the aims

4. learn lessons

5. develop policies and new schemes

If we use your data for any other purposes, such as in media campaigns to promote outcomes – we will contact you to ask for your consent.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with HMRC, Department for Environment, Food & Rural Affairs
Function Hops Exports Attestations of Equivalence
Purpose for Processing RPA is the competent authority to issue Hops Attestation of Equivalence in Great Britain to enable the exportation of hops and hops products to the EU.

We will use your data to:

1. consider your application and to check it meets the eligibility criteria

2. evaluate the strengths of your application against the scheme priorities

3. consider the overall effectiveness of the scheme or function and whether the outcomes met the aims

4. learn lessons

5. develop policies and new schemes

If we use your data for any other purposes, such as in media campaigns to promote outcomes – we will contact you to ask for your consent.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Department for Environment, Food & Rural Affairs
Function Wine VI1 certificates
Purpose for Processing RPA is the competent authority to issue Wine VI1 certificates for the re-export of imported wine to the EU.

We will use your data to:

1. consider your application and to check it meets the eligibility criteria

2. evaluate the strengths of your application against the scheme priorities

3. consider the overall effectiveness of the scheme or function and whether the outcomes met the aims

4.learn lessons

5.develop policies and new schemes

If we use your data for any other purposes, such as in media campaigns to promote outcomes – we will contact you to ask for your consent.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Department for Environment, Food & Rural Affairs

Internal Market Measures

Function Dairy Producer Organisations
Purpose for Processing An organisation formed on the initiative of group of farmers, which has one or more aims. This includes negotiating contracts for the delivery of raw milk on behalf of its members.

We will use your data to:

1. consider your application and to check it meets the eligibility criteria

2. evaluate the strengths of your application against the scheme priorities

3. consider the overall effectiveness of the scheme or function and whether the outcomes met the aims

4.learn lessons

5. develop policies and new schemes

If we use your data for any other purposes, such as in media campaigns to promote outcomes – we will contact you to ask for your consent.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Competition and Markets Authority, Department for Environment, Food & Rural Affairs, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Department of Agriculture, Environment and Rural Affairs Northern Ireland.
Function Fruit and Vegetable Producer Organisations
Purpose for Processing Aid to help growers increase their competitiveness in the supply chain.

We will use your data to:

1. consider your application and to check it meets the eligibility criteria

2. evaluate the strengths of your application against the scheme priorities

3. consider the overall effectiveness of the scheme or function and whether the outcomes met the aims

4. learn lessons

5. develop policies and new schemes

If we use your data for any other purposes, such as in media campaigns to promote outcomes – we will contact you to ask for your consent.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Department for Environment, Food & Rural Affairs, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Department of Agriculture, Environment and Rural Affairs Northern Ireland.
Function Private Storage (Dairy, Skimmed Milk Powder and Pigmeat)
Purpose for Processing These schemes are market support measures that help to stabilise the prices of certain products.

We will use your data to:

1. consider your application and to check it meets the eligibility criteria

2. evaluate the strengths of your application against the scheme priorities

3. consider the overall effectiveness of the scheme or function and whether the outcomes met the aims

4. learn lessons

5. develop policies and new schemes

If we use your data for any other purposes, such as in media campaigns to promote outcomes – we will contact you to ask for your consent.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Department for Environment, Food & Rural Affairs, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Department of Agriculture, Environment and Rural Affairs Northern Ireland.
Function Promotions Scheme.
Purpose for Processing Designed to open up new market opportunities for farmers and the wider food industry, as well as helping them build their existing business.

We will use your data to:

1. consider your application and to check it meets the eligibility criteria

2. evaluate the strengths of your application against the scheme priorities

3. consider the overall effectiveness of the scheme or function and whether the outcomes met the aims

4. learn lessons

5. develop policies and new schemes

If we use your data for any other purposes, such as in media campaigns to promote outcomes – we will contact you to ask for your consent.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Department for Environment, Food & Rural Affairs, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Department of Agriculture, Environment and Rural Affairs Northern Ireland.
Function Public Intervention (Butter, Cereal, Dairy and Skimmed Milk Powder)
Purpose for Processing Intervention schemes are market support measures that help to stabilise the prices of certain products.

We will use your data to:

1. consider your application and to check it meets the eligibility criteria

2. evaluate the strengths of your application against the scheme priorities

3. consider the overall effectiveness of the scheme or function and whether the outcomes met the aims

4. learn lessons

5. develop policies and new schemes

If we use your data for any other purposes, such as in media campaigns to promote outcomes – we will contact you to ask for your consent.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Department for Environment, Food & Rural Affairs, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Department of Agriculture, Environment and Rural Affairs Northern Ireland.
Function School Milk Scheme
Purpose for Processing Aid for the supply of fruit and vegetables, bananas and milk in educational establishments.

We will use your data to:

1. consider your application and to check it meets the eligibility criteria

2. evaluate the strengths of your application against the scheme priorities

3. consider the overall effectiveness of the scheme or function and whether the outcomes met the aims

4. learn lessons

5.develop policies and new schemes

If we use your data for any other purposes, such as in media campaigns to promote outcomes – we will contact you to ask for your consent.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Department for Environment, Food & Rural Affairs, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Department of Agriculture, Environment and Rural Affairs Northern Ireland.
Function Slaughter Incentive Payment Scheme 2022
Purpose for Processing A domestically funded support measure for the pig industry to seek to reduce the animal welfare implications of pigs backing up on farms. The scheme will be short term in nature (closes 31 March 2022). Payment is based on a calculation of the costs incurred by processors to put on additional slaughtering shifts and incentivises increased throughputs in England. This will be enabled via the provisions of Section 98 of the Natural Environment and Rural Communities Act 2006.
Legal basis for collecting, using and holding your data Public task.
Retention period At least 7 years.
Shared with Defra, FSA, APHA.

Sustainable Farming Incentive

The Sustainable Farming Incentive is one of three schemes being developed to encourage environmental land management. The other schemes are Local Nature Recovery and Landscape Recovery.

The Sustainable Farming Incentive will pay farmers to manage their land in an environmentally sustainable way.

The scheme itself will launch in 2022, initially for farmers in England who currently get payments under the Basic Payment Scheme (BPS). More details about the full scheme will be available on GOV.UK later in 2021.

Pilot version of the scheme

The Sustainable Farming Incentive pilot is in its early stages. Over 2000 farmers submitted expressions of interest earlier in 2021 and have been invited to apply to take part.

These farmers will help make sure the scheme works in practice. This is part of a process called ‘co-design’. They will:

  • implement the pilot version of the scheme on their farms
  • take part in learning activities based on their experiences
  • provide regular, comprehensive feedback on what’s working and what’s not.

The pilot gives farmers an opportunity to help shape the future of farming in England.

While making your application and entering a pilot agreement, you will supply Defra and its Delivery Partners (such as RPA) with personal and business information. The table below describes how we will collect, use and store this information.

Sustainable Farming Incentive Pilot

Function Sustainable Farming Incentive Pilot
Purpose for Processing Multi-year pilot agreements to support the delivery of environmental goods. For example, managing arable and horticultural land to increase farmland biodiversity, including wild bird and pollinator populations.

Agreements aim to benefit the environment and increase sustainability in the farming sector.

1 Processing your application and entry into an agreement.

We will use your data to
a) process your application – for example, checking against eligibility criteria , and
b) contact you, as necessary, about your pilot agreement offer. For example, to discuss any changes with you.

2 Implementing and monitoring your agreement.

We will use your data to help us implement the monitoring of your pilot agreement.

3 Taking part in pilot learning activities.

We will use your data to help us develop and improve scheme policy.

This will include contacting you about pilot learning activities and sending you feedback.
We may also contact you with other co-design opportunities relating to the future schemes.

4 Pilot scheme evaluation.

We will use your data to
a) help evaluate Sustainable Farming Incentive pilot scheme value for money and overall effectiveness, and
b) monitor delivery towards Defra’s 25 Year Environment Plan goals and carbon net zero targets.
Legal basis for collecting, using and holding your data Public task.

You will be offered a pilot agreement after you submit a successful application. The agreement sets out details of what you are undertaking to do and what you will be paid in return.

There are other things that form part of your agreement, namely the SFI pilot terms and conditions, monitoring guidance, and learning guidance.

Details are provided on the Sustainable Farming Incentive pilot pages on GOV.UK.

We will seek your consent
a) for research activities that sit outside Defra’s programme of pilot learning activities, for example, joining a ‘user panel’ looking at co-design of future measures, and
b) where we approach you about use of information for promotional measures.
Retention period At least 3 years for Expressions of Interest. At least 7 years from the end of the agreement for those accepted onto the scheme.
Shared with Alongside Defra and RPA shared with, Natural England; Forestry Commission; Joint Nature Conservation Committee; Scottish Government Rural Payments and Inspections Directorate; Welsh Government Rural Payments Wales; 3rd party contractors working on behalf of the Defra group.

Other public bodies and their accredited agents both nationally and locally with a vested responsibility for the public good and the environment.

Farming Investment Fund

Provides financial support for projects to improve agriculture and the environment.

Farming Transformation Fund

A competitive scheme providing funding for equipment, technology, and infrastructure that improves farm productivity and benefits the environment.

Function Water Resource Management Scheme
Purpose for Processing Grants to improve farm productivity through more efficient use and storage of water for irrigation. Your data will be used to: consider your application and whether it meets the eligibility criteria; evaluate the strengths of your application against the scheme priorities; consider the overall effectiveness of the scheme or function and whether the outcomes met the aims; learn lessons and to develop policies and new schemes; potentially in media campaigns to promote outcomes - to do that we will contact you to request your agreement.
Legal basis for collecting, using and holding your data Public task. Where we would like to use your information for promotional activity, we will seek your consent.
Retention period At least 3 years for data submitted through the application eligibility checker or full application. At least 7 years from the end of the agreement where a Grant Funding Agreement is entered into.
Shared with Alongside Defra and RPA shared with Environment Agency, Natural England, Forestry Commission, Department for Business, Energy & Industrial Strategy, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales.

Farming Equipment and Technology Fund

A scheme providing support to businesses so that they can invest in equipment and technology to improve sustainable agricultural, horticultural and forestry productivity. It will help to deliver a competitive and thriving agricultural, horticultural and forestry sector, with a reduced impact on the environment.

Function Farming Equipment and Technology Fund
Purpose for Processing Your data will be used to: consider your application and whether it meets the eligibility criteria; evaluate the strengths of your application against the scheme priorities; learn lessons and to develop policies and new schemes; potentially in media campaigns to promote outcomes - to do that we will contact you to request your agreement.
Legal basis for collecting, using and holding your data Public task. Where we would like to use your information for promotional activity, we will seek your consent.
Retention period At least 3 years for application data submitted. At least 7 years from the end of the agreement where a Grant Funding Agreement is entered into.
Shared with Alongside Defra and RPA shared with Environment Agency, Natural England, Forestry Commission, Department for Business, Energy & Industrial Strategy, Cabinet Office, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales.
Published 25 May 2018
Last updated 4 May 2022 + show all updates
  1. Added translation

  2. The first six sections of the original document have been removed as we have now created a separate 'RPA Privacy Notices for Employees, Workers and Contractors (UK)' document that covers this information in greater detail. The final three sections, originally under 'Internal Business Function' have also been either incorporated into the new employee privacy notices, or removed.

  3. Updated Lump Sum Exit scheme details

  4. Addition of Lump Sum Exit Scheme.

  5. Update to Slaughter Incentive Premium Scheme to show new scheme - SIPS2022.

  6. Information added for Farming Equipment and Technology Fund, Slaughter Incentive Payment Scheme and updates to the Trader schemes.

  7. Changes to CS Facilitation Fund wording

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  10. Updated to reflect move to UK legislation (UK GDPR). Call Recordings section expanded.

  11. The Sustainable Farming Incentive section updated with greater detail.

  12. Added new section for 'Farming Investment Fund', 'Farming Transformation Fund'.

  13. Changed Human Resources title to Employees, workers and contractors under the internal business function section. 3rd para under this section also updated..

  14. Added section for Sustainable Farming Incentive Pilot.

  15. Addition of new sections for Dairy Response Fund Scheme 2020 and Health and Safety.

  16. Update to internal business function - Human resources

  17. Export measures updated to include section for Hops exports Attestations of Equivalence.

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  22. First published.