Data Privacy Code of Conduct
In a move to uphold high standards in handling personal data, the Department for Environment, Food and Rural Affairs (DEFRA) and associated organizations, including the Animal and Plant Health Agency (APHA), Centre for Environment, Fisheries and Aquaculture Science (CEFAS), and Veterinary Medicines Directorate (VMD), have published a Personal Information Charter.
Data Processing and Transparency
Personal data may be processed using artificial intelligence. Data protection impact assessments are mandatory when considering its use, and a privacy notice will be published or amended to ensure transparency. The charter emphasizes that personal data will only be transferred outside the United Kingdom to a country deemed adequate for data protection purposes. If personal data is processed outside the UK, individuals will be informed through privacy notices of this and the additional safeguards that are in place.
Law Enforcement and Data Sharing
The charter outlines that these organizations may process personal data for law enforcement purposes under Part 3 of the Data Protection Act 2018. This includes detecting and preventing crime, taking enforcement action, prosecuting, and apprehending offenders. They will not disclose personal data to any other party without the individual's explicit consent unless it is lawful to do so.
Individual Rights and Responsibilities
Individuals have the right to request that their personal data be updated, deleted, or to withdraw their consent. However, DEFRA may not be able to agree to these requests if the data is required to comply with a legal obligation, performance of a contract, public interest task, or exercise of official authority.
In return, these organizations ask individuals to provide accurate information, tell them about any changes, and let them know if they would like their correspondence or enclosed documents returned to them.
Data Protection Officer and Complaints
The data protection officer for CEFAS, VMD, and Natural England is responsible for checking that these organizations comply with legislation. For complaints, individuals can follow the complaints procedures of DEFRA, APHA, CEFAS, and VMD, or contact the Information Commissioner's Office.
Data Retention and Processing
Personal data is retained by DEFRA for various reasons, primarily to ensure accountability. Retention periods are set in line with statutory, regulatory, legal, security reasons, or for their historic value.
Data Controller and Processor
DEFRA is the controller for the personal data given when acting through these organizations. The charter states that these organizations will ensure that the data processor agrees to handle personal data in accordance with the individual's rights.
Privacy Notices and Further Information
More detailed information on how personal data is managed for each of these functions is included within the privacy notices for each organization. If further information about how personal data is used and associated rights is needed, it can be contacted at the relevant data protection manager's email address for each organization.
Associated Entities and Scope
The charter applies to any associated website, application, product, software, or service. Charters have also been published for the Environment Agency, Forestry England, Joint Nature Conservation Committee, Marine Management Organisation, Natural England, Royal Botanic Gardens, Kew, and Rural Payments Agency.
Reporting Incidents and Contact Information
Personal data-related incidents can be reported to DEFRA by emailing [email protected] website with 'personal data incident' in the subject. To contact DEFRA regarding personal data, individuals can email specific email addresses for DEFRA, APHA, CEFAS, and VMD.
Anonymized Data and Open Government Licence
Anonymized or non-personal data may be shared in support of public tasks, and where possible disclosed under an Open Government Licence.
Conclusion
The Personal Information Charter is under regular review, and was last updated on 19 December 2024. The charter covers a wide range of aspects related to personal data processing, ensuring transparency, individual rights, and high standards in handling personal data. This commitment to data protection helps these organizations maintain the confidence of everyone who deals with them.
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