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Privacy policy

Overview

This privacy notice includes details of what information we collect from you, what we do with it and who we might share it with. See our personal information charter for more information.

The Home Office is the 'controller' of this information (as defined in the Data Protection Act 2018). A controller determines how and why personal information can be processed.

The legal basis for processing your information is that it is needed to perform a task carried out in the public interest.

What information we collect from you

We collect your email address, if the person you are checking the details of gives you access to their information via email.

We may also ask for your name, company name, or job title.

Information about the person you are checking

We will ask you to enter the person’s date of birth and the share code that they have given you.

When someone gives you access to their status or rights, you are responsible for processing their personal information in line with data protection legislation including the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

You are also responsible for ensuring your security settings are up to date and that you do not click on any links that look suspicious. Follow the advice from the National Cyber Security Centre.

How we use your information

We use the information you enter to:

  • show you a person’s information, including their name, photo, and their status or rights
  • keep a record that you made a check

We record how you use the service, including when you view someone’s information and how often, to help us improve the service and prevent abuse.

We will share your information with other organisations to carry out our work or if required by law, for example to prevent fraud or other crime. For more information about when your personal information may be shared, read our privacy notice for the borders, immigration and citizenship system.

By using this service, you are confirming you understand how we can use your information.

How long we keep your information for

We will keep a record of the information you enter, in line with existing retention policies. This ensures we have a record of when you made a check.

How to get a copy of your information

You can request your personal information.

Other rights

Under the UK General Data Protection Regulation (UK GDPR), you have the right to:

  • raise an objection about how your personal information is used
  • ask for your personal information to be erased if it is no longer needed
  • ask that any errors in your personal information are corrected

There may be legal or other official reasons why we need to continue to use your personal information in some cases.

If you want to restrict the use of your personal information or ask us to make changes to it, write to:

Subject Access Request Unit
Home Office
40 Wellesley Road
Croydon
CR9 2BY

Or email: SubjectAccessRequest@homeoffice.gov.uk

How to complain

You should first email the Home Office Data Protection Officer (DPO) if you disagree with the way we:

  • handle your personal information
  • respond to your request to access your personal information

Email: DPO@homeoffice.gov.uk

The DPO provides independent advice and monitoring of our use of personal information.

You can also complain to the Information Commissioner, who is an independent regulator.

The Office of the Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: ico.org.uk