This notice sets out how we will use your personal data, and your rights. It is made under Article 13 of the General Data Protection Regulation (GDPR), which came into force in May 2018.
We will process the following personal data:
- All Privy Counsellors’ names and contact details including home addresses, email addresses, telephone numbers and personal preferences in relation to swearing the Privy Counsellor’s Oath or making Affirmation.
- High Sheriffs’ names and home addresses, email addresses and telephone numbers.
The purpose(s) for which we are processing your personal data is:
- To contact Privy Counsellors in relation to Privy Council business only.
- To contact High Sheriffs and High Sheriffs in nomination in connection with their appointment and duties.
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, such as the exercise of a function of the Crown, or a Minister of the Crown, or a government department. In this case the task is the support of Privy Counsellors and High Sheriffs.
The legal basis for processing your sensitive personal data is that processing is necessary for reasons of substantial public interest for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller, such as the exercise of a function of the Crown, or a Minister of the Crown, or a government department. In this case the task is the support of Privy Counsellors and High Sheriffs.
Where personal data is stored on our IT infrastructure, it will be shared with our IT suppliers who provide data storage and document management services to us.
Other than the above, Privy Counsellors’ personal data will not be shared by us.
Other than the above, High Sheriffs personal data will be shared with consent with Buckingham Palace (for Garden Party invitations), the High Sheriffs Association, College of Arms, Lord-Lieutenant and High Sheriff of your county.
Privy Counsellors’ personal data will be kept by us for as long as an individual remains a Privy Counsellor.
High Sheriff’s personal data will be retained for five years from appointment.
You have the right to request information about how your personal data is 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.
Because our IT suppliers store data worldwide, your personal data will be transferred outside of the European Union. Where that is the case it will be subject to equivalent legal protection through the use of Model Contract Clauses.
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
Tel: 0303 123 1113
Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.
Your information is held by the:
Privy Council Office
G.04 1 Horse Guards Road
Tel: 020 7271 3292
The Privy Council Office is part of the Cabinet Office and the registered data controller for the Cabinet Office’s contact details are:
Tel: 0207 276 1234
The contact details for the data controller’s Data Protection Officer (DPO) are:
Date last modified: 13 August 2019