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Privacy notice: how we use your data

Last updated: 20 September 2022

This form was created using GOV.UK Forms. GOV.UK Forms is a product provided by the Government Digital Service (GDS) which is part of the Cabinet Office. It lets UK government teams create online forms to collect information from people and organisations.

The organisation that created this online form using GOV.UK Forms is the data controller of personal data they collect using the form, whilst the Cabinet Office, through GDS, is the data processor. The data controller must tell you about what they are doing with your personal data - read the data controller’s privacy information for this form.

The Cabinet Office also collects some data as a data controller. This privacy notice explains what personal data the Cabinet Office collects and processes as a data controller through forms made with GOV.UK Forms.

Read the Cabinet Office’s entry in the Data Protection Public Register for more information.

Data we collect from you and what we do with it

When you use this form your device sends information such as your:

  • IP address
  • web browser and version number
  • time zone and language settings

We use this information to:

  • give you the information and web pages you request
  • monitor the use of the site for security threats
  • monitor the performance of the site to identify inefficiencies and JavaScript errors

We collect this information in system logs. These logs are stored in Amazon Web Services in Ireland.

We move some of this information to our security and network monitoring tools in Ireland and the USA which are provided by companies acting as our data processors.

We may also use this information to produce anonymised reports about the GOV.UK Forms service. This helps us understand where we can make improvements. We may share this information with the data controller of the form.

If you email us feedback about this form, we’ll collect your email address and any other personal information you choose to include in your email.

We may share your data with data controllers where it is appropriate. For example, if you provide feedback that relates to their function or if you make a data protection request.

The legal basis for processing this data is that it’s necessary:

  • to perform a task in the public interest
  • in the exercise of our functions as a government department

We will not:

  • sell or rent your data to third parties
  • share your data with third parties for marketing purposes

We will share your data if we are required to do so by law – for example, by court order, or to prevent fraud or other crime.

Cookies

We use cookies to make this form work. Read about the cookies we use.

How long we keep your data

We will only keep your personal data for as long as:

  • the law requires us to
  • we need it for the purposes listed above

This means that we will only hold your personal data for one year.

Where your data is processed and stored

Your personal data may be transferred outside the United Kingdom while being processed by GDS. If this happens, we’ll make sure you’re given the same level of technical and legal protection as you are within the United Kingdom by relying on the UK Government’s data adequacy decisions or by including clauses in contracts that require the recipient to protect the data in accordance with UK standards.

How we protect your data and keep it secure

We are committed to doing all that we can to keep your data secure. To prevent unauthorised access or disclosure we have put in place technical and organisational procedures to secure the data we collect about you – for example, we protect your data using varying levels of encryption. We also make sure that any third parties that we deal with have an obligation to keep all personal data they process on our behalf secure.

Children’s privacy protection

We understand the importance of protecting children’s privacy online. Our services are not designed for, or intentionally targeted at, children 13 years of age or younger. It is not our policy to intentionally collect or maintain data about anyone under the age of 13.

What are your rights

You have the right to request:

  • information about how your personal data is processed
  • a copy of that personal data - this copy will be provided in a structured, commonly used and machine-readable format
  • that anything inaccurate in your personal data is corrected immediately

You can also:

  • raise an objection about how your personal data is processed
  • request that your personal data is erased if there is no longer a justification for it
  • ask that the processing of your personal data is restricted in certain circumstances

If you have any of these requests, get in contact with our Data Protection Officer - you can find their contact details below.

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 date 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.

Questions and complaints

Contact gds-privacy-office@digital.cabinet-office.gov.uk if you either:

  • have questions about anything in this document
  • think that your personal data has been misused or mishandled

You can also contact the Cabinet Office Data Protection Officer.
DPO@cabinetoffice.gov.uk
Data Protection Officer
Cabinet Office
70 Whitehall
London SW1A 2AS

If you have a complaint, you can also contact the Information Commissioner’s Office (ICO). The ICO is an independent regulator set up to uphold information rights.

Information Commissioner’s Office
icocasework@ico.org.uk
0303 123 1113
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF