Privacy notice
Overview
This privacy notice covers use of our online email form.
Information relating to honours nominations is exempt from the requirement to issue a privacy notice, or to respond to data subject requests. However, we want you to understand what The Lieutenancy of East Sussex is doing with your information, and that of your nominee.
The Lieutenancy of East Sussex takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
Through our contact form, we will collect your name, email address and phone number, if you choose to provide them.
The Honours and Appointments Secretariat in the Cabinet Office collects the personal information necessary to process applications. This is with the purpose of deciding eligibility and suitability for an award.
We may collect or receive special category data about a nominee from The Honours and Appointments Secretariat. Such data may include racial or ethnic origin, political opinions, religious or philosophical beliefs, health data or sexual orientation.
We also collect your IP address. This is stored in a non-readable format and only un-encrypted on request by the police, if necessary for an investigation.
How will your information be used?
If you choose to provide your email address or phone number (both optional) we will only use these to communicate with you about your enquiry.
Please see the government website for more information on how to Nominate someone for an honour or award: Overview - GOV.UK (www.gov.uk). Nominations should always be made in confidence. There is no requirement for the nominator to obtain the consent of the nominee.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the legal basis for processing your information?
Name, email address, phone number: Your data is processed with your consent under Article 6(1)(a). If you supply any special category data within your enquiry this will be processed with your consent under Article 9(2)(g).
IP address: Data is collected and stored in a non-readable format. Data is processed only upon request by law enforcement for the purposes of prevention and detection of crime.
Information provided as part of an honours nomination: Your data and the data of the nominee is processed under Article 6(1)(e) GDPR for the exercise of a function of the Crown, a Minister of the Crown or a government department (Schedule 1, Part 2 Paragraph 6(2)(b)).
How long will your information be kept for?
Personal data processed for the purposes of responding to general enquiries will be kept for 1 year.
Personal data processed for the purposes of an honour or award will be kept in line with the East Sussex County Council retention schedule (DE3.1-DE3.3).
Sharing your information
We do not routinely share your information.
Any sharing of personal data is always done:
- on case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Your rights (under Articles 6(1)(a) and 9(2)(g))
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision-making)
Under the Data Protection Act 2018, information relating to honours nominations is exempt from the right of access (Subject Access Request). Information processed under Article 6(1)(e) is also exempt from:
- the right to ask for your information to be deleted or removed where there is no need for us to continue processing it (right to erasure); and
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information (right to portability).
How to find out more or complain
For queries on the uses of your information, or to complain about the use of your information, please speak directly to our service:
Email: lord.lieutenant@eastsussex.gov.uk
Lieutenancy Officer
East Sussex County Council
Lieutenancy Office – C3E
County Hall, St Anne’s Crescent
Lewes, East Sussex, BN7 1UE
Phone: 01273 336125
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)