How we use your data (Privacy Notice)

Last updated: 6 February 2022

1. Who are we

The Register Your Presence web form is built and run by the Foreign Commonwealth and Development Office (FCDO).

FCDO is the data controller. A data controller determines how and why personal data can be processed. Read the Foreign Commonwealth and Development Office's entry in the Data Protection Public Register for more information

2. What data we collect from you

As part of this processing, we will collect several pieces of personal data from our users. These are:

  • Names, email addresses and phone numbers
  • Date of Birth
  • Passport details, (Passport Number and Nationality)

2.1 Your email address and contact details

When you give us your email we will only use it so that you can:

  • receive confirmation of registration
  • be contacted regarding updates to relevant travel advice
  • be supported during times of crisis

2.2 Processing of website usage information and web queries

Separately from the information entered by those using our online service, we also collect website usage information, which allows us to see how the service is being used. This analytics data includes:

  • questions, queries, or feedback you leave, including your email address if you send a message via feedback
  • your IP address, and details of which version of web browser you used. IP addresses are anonymised to 2 bytes e.g. 192.168.xxx.xxx
  • information about how you use the site, using cookies and page tagging techniques to help us improve the website

This helps us to:

  • improve your experiences with FCDO’s digital services

2.3 Cookies and analytics

You can read our full cookie policy to find out how we use cookies to track user journeys using Google Analytics.

3. Lawful Basis

Any data collected or processed as part of the Register Your Presence service is done so under the Lawful Basis of Public Task.

4. What we do with your data

FCDO Consular staff have access to the data in order to support the following processes:

  • Provide support, travel advice and guidance to those people affected.
  • Support the identification of people affected by international crisis / potential crisis.

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’re required to do so by law – for example, by court order, or to prevent fraud or other crime.

We will also share your data with our IT suppliers who provide notification and mailing list management services.

5. How long we keep your data

We will store and process your data within our databases for the duration of any ongoing or potential crisis situation. Data will then be retained for 3 years after the conclusion of any potential crisis situation.

6. Where your data is processed and stored

All processing will be completed within the UK on HMG systems and services. No data will be shared or stored outside of the EEA.

6.1 Data Processors

  • gov.uk/notify; to send email and SMS status updates on the progress of applications.
  • Amazonweb; for web hosting. Our contracts with suppliers require them to comply with applicable data protection laws.
  • Kainos; provide ongoing service support and development for our services.
  • Her Majesty's Passport Office; data is shared with HMPO in order to validate Nationality details in order to speed up and improve FCDO’s ability to provide support to affected persons.

7. Data Sharing

In order to provide greater support to individuals we may also share your data with other UK Government Departments so that they can provide specialist assistance to certain cases. These include:

  • Ministry of Defence (MOD)
  • Her Majesty’s Revenue and Customs (HMRC)
  • Home Office (HO)
  • Her Majesty’s Passport Office (HMPO)

8. How we protect your data and keep it secure

We are committed to doing all that we can to keep your data secure.

We have set up systems and processes to prevent unauthorised access to or disclosure of the data we collect about you – for example, we protect your data using varying levels of encryption.

All third parties that process personal data for FCDO are required to keep that data secure.

9. Your Data Subject Rights

When you submit data to us via the Register Your Presence Service, you do so under the Lawful Basis of Public Task. In line with this Lawful Basis you have the following Data Subject Rights:

  • Informed- we will keep you informed primarily through this privacy notice but also via guidance notes attached to our online services where applicable
  • Access- request information about how your personal data is processed and to request a copy of that personal data
  • Rectification- request that any inaccuracies in your personal data are rectified without delay. Request that any incomplete personal data is completed, including by means of a supplementary statement
  • Object– UK GDPR gives individuals the right to object to the processing of their personal data in certain circumstances

10. Questions Complaints and Concerns

If you have any questions about anything in this notice, or if you consider that your personal data has been misused or mishandled, or if you would like to exercise any of your rights, you can contact us at: Data.Protection@fcdo.gov.uk.

If you want to make a Subject Access Request (SAR) click here.

You can also contact the Data Protection Officer (DPO) at the Foreign, Commonwealth & Development Office:

Data Protection Officer
Information Management Department
Information and Data Directorate
Room K4.02
Foreign, Commonwealth & Development Office
King Charles Street
London
SW1A 2AH

Email: Data.Protection@fcdo.gov.uk

Telephone: 020 7008 5000

11. Making a complaint to an independent body

You can also complain to the Information Commissioner (an independent regulator) for example if your complaint is not resolved by FCDO or the DPO.

Information Commissioner (ICO)

casework@ico.org.uk

Telephone

0303 123 1113

Post

  • Information Commissioner’s Office)
  • Wycliffe House
  • Water Lane
  • Wilmslow
  • Cheshire SK9 5AF

12. Changes to this notice

We may modify or amend this privacy notice at any time. Any modification or amendment to this privacy notice will be applied to your data immediately. We encourage you to review this privacy notice regularly to stay informed about how we’re protecting your data.