Notice

UK Space Agency UK GDPR Privacy Notice

Updated 25 October 2023

This notice sets out how we will use your personal data, and your rights. It is made under Articles 13 and/or 14 of the UK General Data Protection Regulation (UK GDPR).

1. Purpose

The purpose for which we are processing your personal data is to respond to letters, emails or other communications from members of the public, Parliamentarians, and representatives of organisations.

2. Your data

We will process the following personal data:

• your name
• address
• email address

We will also:

• collect details of any concerns raised in your correspondence
• process any other information you volunteer about yourself

We may also process special category data or data about criminal convictions if you volunteer such information.

Special categories of personal data includes data about racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data or biometric data for the purpose of uniquely identifying a natural person, health, or sex life or sexual orientation.

3. Legal basis of processing

The legal basis for processing the 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. In this case, that is being accountable and transparent about the functions and policies for which the Agency is responsible.

Where special category data or data about criminal convictions is volunteered by a correspondent, our legal basis for processing it is:

The processing is necessary for reasons of substantial public interest for the exercise of a function of the Crown, a minister of the Crown, or a government department. The substantial public interest is being accountable and transparent about the functions and policies for which the department is responsible; and

In relation to constituency correspondence, we also rely upon:

The processing consists of the disclosure of personal data to an elected representative or a person acting with the authority of such a representative; and it is in response to a communication to the controller from that representative or person which was made in response to a request from an individual; and the personal data is relevant to the subject matter of that communication; and the disclosure is necessary for the purpose of responding to that communication.

4. Recipients

Your information may be shared with other public bodies, or the devolved administrations, where it is necessary in order to provide a full answer to you, or where it is necessary to transfer correspondence to a more appropriate body for answer.

Your information may be shared with your MP where they are writing on your behalf. As personal data will be stored on our IT infrastructure it will also be shared with our data processors who provide email and document management and storage services.

5. Source of information

Where we did not receive your personal data from you, it was received from your MP, or by another person writing in on your behalf, or by another correspondent.

6. Retention

Personal information in correspondence will usually be deleted 3 calendar years after the correspondence or case is closed or concluded.

Public correspondence may however be kept if it is sufficiently significant that it should be retained for the historical record.

7. Your rights

You have the right to:

• request information about how your personal data is processed, and to request a copy of that personal data
• request that any inaccuracies in your personal data are rectified without delay
• request that any incomplete personal data are completed, including by means of a supplementary statement
• request that your personal data is erased if there is no longer a justification for them to be processed
• in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted
• object to the processing of your personal data
• withdraw your consent at any time where we are relying on consent to process your personal data.

A full list of your rights under the UK General Data Protection Regulation (GDPR) is available on the Information Commissioner’s Office (ICO) website.

8. International transfers

As your personal data is stored on our IT infrastructure and shared with our data processors; Microsoft and Amazon Web Service, it may be transferred and stored securely in the UK and the European Economic Area. Where your personal data is stored outside the UK and EEA it will be subject to equivalent legal protection through the use of Model Contract Clauses.

9. Complaints

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
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

0303 123 1113

[email protected]

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

10. Contact details

We have appointed a UK Space Agency Data Protection Manager (DPM) to oversee compliance with this privacy notice on behalf of DSIT Data Protection Officer (DPO). If you have any questions about how we handle your personal information or this privacy notice, please contact the UK Space Agency DPM in the first instance, at [email protected].

The data controller for your personal data is the Department for Science, Innovation and Technology (DSIT).

You can contact the DSIT Data Protection Officer at:

DSIT Data Protection Officer
Department for Business, Energy and Industrial Strategy
1 Victoria Street, London
SW1H 0ET

Email: [email protected]

11. Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We will also notify you in other ways from time to time about the processing of your personal information.