Privacy Notice

Date last modified: 31/01/2019

Who we are

British Antarctic Territory
which is administered by the Polar Regions Department
Foreign and Commonwealth Office
King Charles Street
London
SW1A 2AH

Email: polarregions@fco.gov.uk

What data we process and why

The British Antarctic Territory (BAT) Administration works to support the security and good governance of the Territory. In doing so we process personal data.

In particular, the BAT Administration processes personal data for the purposes of administering a UK Overseas Territory.  This includes holding information on those who hold an official position within the Administration, those who bid for project funds and those who are stakeholders or interested parties for the Territory.

In this regard we may collect, store and use the following categories of personal information about you:

  • personal contact details such as name, title, addresses, telephone numbers, and personal email addresses;
  • Personal information required to obtain a marriage license or register a death such as date of birth, place of birth and nationality;
  • bank details;
  • recruitment information (including a CV or cover letter or as part of the application process and location of previous employment or workplace).

When you use our website we may collect tracking information such as your browser type, the type of operating system you use, the name of your internet service provider and pages visited on the site. We obtain this information using technologies, including cookies, to increase the functionality and user-friendliness of our website and to better tailor our website to your needs.  For example, we may want to know how long the average visitor spends on our website or which pages get the most attention.  Information such as this will only be used in aggregate form and does not identify you personally.

We will ensure that we will treat all personal information in accordance with data protection legislation, including the General Data Protection Regulation and Data Protection Act 2018.

Legal basis for the processing

We process this data because it is necessary to do so in order to perform our official functions as the administration of the British Antarctic Territory. We may also process your data under the following legal bases:

  1. Consent: you have given us clear consent to process your personal data for a specific purpose;
  2. Contract: the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract with you;
  3. Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations);
  4. Vital interests: the processing is necessary to protect someone’s life;
  5. Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless your rights as the data subject override those legitimate interests.

What we do with it

In addition to processing this data because it is necessary to do so to perform our official functions as the Administration of the British Antarctic Territory, there may be circumstances in which we may lawfully share your data with third parties where, for example, we are required to do so by law, by court order, or to prevent fraud or other crimes.  Where we share data, however, we shall do so in accordance with applicable data protection laws.

How long we keep your data

If you have a contract with the British Antarctic Territory Administration your personal data will be retained for the length of that contract.

Project bids are kept for a period of 10 years.

Invoices are retained for six years.

We retain any other personal data for only as long as it is necessary.

Your rights

You have the right to:

  • Object – request that your data is not processed for certain purposes.
  • Erasure – request that your personal data is erased where one of the statutory grounds applies.
  • Data portability – the right to obtain and reuse your personal data for your own purposes across different services in certain circumstances.
  • Restrict processing – request that the processing of your personal data is restricted in certain circumstances – for example, where accuracy is contested.
  • Rectification – request that any inaccuracies in your personal data are rectified without delay.  Request that any incomplete personal data is completed, including by means of a supplementary statement.
  • Access – request information about how your personal data is processed and to request a copy of that personal data.

If your personal data is processed on the basis of consent, you have the right to:

  • withdraw consent to the processing of your personal data at any time.
  • request a copy of any personal data you have provided.

How to contact us

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: polarregions@fco.gov.uk.

You can also contact the Data Protection Officer at the Foreign and Commonwealth Office:

Data Protection Officer
Knowledge Management Department
Knowledge and Technology Directorate
Foreign and Commonwealth Office
King Charles Street
London
SW1A 2AH

Email: Data.Protection@fco.gov.uk
Tel: 020 7008 1500

Changes to this notice

We may modify or amend this privacy notice at our discretion at any time. When we make changes to this notice, we will amend the last modified data at the top of this page. Any modification or amendment to this privacy notice will be applied to you and your data as of that revision date.  We encourage you to periodically review this privacy notice to be informed about how we are protecting your data.