Privacy notice

Last updated: 31 July 2024

1. Who are we

The Tell the UK government or 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 FCDO'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 include:

  • name, email address and mobile phone number
  • date of Birth
  • passport Number
  • number of non-British national family members
  • your closest city or town from a set of options
  • reason for being in the country

2.1 Your email address and mobile number

When you give us your email address and mobile number, we only use them 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

We collect website usage information as you use the service to monitor performance. This analytics data includes:

  • questions, and feedback you leave, including your email address if you send a message through ‘feedback’
  • your IP address, and details of which version of web browser you used (IP addresses are anonymised to 2 bytes, for example 192.168.xxx.xxx)
  • information about how you use the website, using cookies and page tagging techniques to help us improve it

This helps us to:

  • improve your experiences with FCDO’s digital services

2.3 Cookies and analytics

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

3. Lawful Basis

Any data collected or processed as part of this 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 crises or emerging incidents

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 share some of your data with our IT suppliers to 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. Data is then be retained for 3 years after the end of any crisis or incident.

6. Where your data is processed and stored

All processing is completed within the UK on UK government systems. No data is shared or stored outside the European Economic Area (EEA).

6.1 Data Processors

  • gov.uk/notify to send email and SMS status updates on the progress of applications
  • Amazon Web Services 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

7. Data Sharing

To provide greater support to individuals we may also share your data with other UK government departments so that they can provide specialist assistance in certain cases. These include:

  • Ministry of Defence (MOD)
  • Home Office (HO)
  • HM Passport Office (HMPO)
  • HM Revenue and Customs (HMRC)

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 rights as a data subject

When you submit data to us through 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 rights as a data subject:

  • Informed- we will keep you informed primarily through this privacy notice but also via guidance notes attached to our online services where applicable
  • Access- you have the right to request information about how your personal data is processed and to request a copy of that personal data
  • Rectification- you have the right to request that any inaccuracies in your personal data are rectified without delay, and 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.

You can also make a Subject Access Request (SAR).

You can also contact the FCDO data protection officer (DPO):

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)

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

Email: casework@ico.org.uk

Telephone: 0303 123 1113

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.