|Data Controller Name: Agri-Food & Biosciences Institute||Data Protection Officer Name: Glenn Montgomery|
|Address: 18a Newforge Lane||Telephone: 028 9025 5494|
|Telephone: 02890 255636||Email: firstname.lastname@example.org|
Why are you processing my personal information?
We process personal information to perform our services; maintain our accounts and records and to support and manage our employees.
The lawful basis for processing is normally either based on:
(i) a contract e.g. employee contract, commercial contract, funding award contract; or
(ii) the performance of a public task.
The Institute has the authority to process personal information for the completion of its public task function (see AFBI Public Task Statement) of undertaking scientific work as legislated under The Agriculture (Northern Ireland) Order 2004 in the fields of:
- animal health & welfare;
- the nature environment; and
- rural development and enterprise.
The term “scientific work” includes:
- Research and development;
- The testing or analysis of any matter;
- The provision of advice and information on scientific matters; and
- The dissemination or application of the results of scientific research.
AFBI may use samples submitted for diagnostic testing for further disease surveillance or research work. This includes looking for new or emerging diseases and monitoring changes in disease or infectious agents.
As a publicly funded body, the Institute is under a duty to protect the public funds it administers and to this end may use the information you have provided for this purpose.
In exceptional circumstances, the Institute may rely on
(iii) your consent to collect and process your personal information.
If this is the case, you will be fully informed of the reasons for processing and will be given the opportunity to provide freely given, specific and informed consent and will be provided with information on its withdrawal.
What categories of personal data are you processing?
We process personal information about:
- our clients
- our employees
- enquirers, complainants
- consultants and professional advisors
- suppliers and service providers
We process information relevant to the above reasons/purposes. This may include:
- personal details, e.g. name, address, telephone number, herd number
- family details
- lifestyle and social circumstances
- education and employment details
- financial details
- goods or services provided
We also process sensitive classes of information that may include:
- race or ethnic origin
- religious or other beliefs
- trade union membership
- physical or mental health details
Where do you get my personal data from?
Personal data may be obtained from a variety of public bodies and private sources: e.g. Department of Agriculture, Environment and Rural Affairs (DAERA); Private Veterinary Practitioners, Occupational Health Service and third party processors/suppliers. Information may also be collected directly from the individual.
AFBI uses Closed Circuit Television (CCTV) systems for maintaining the security of property and premises and for preventing and investigating crime; it may also be used to monitor staff when carrying out work duties. For these reasons the information processed may include visual images, personal appearance and behaviours. This information may be about staff, customers and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance. Where appropriate and necessary, this information is shared with the individuals recorded, employees and agents, services providers, police forces, security organisations and persons making an enquiry.
Do you share my personal data with anyone else?
We may share your information with other bodies responsible for the audit or administration of public funds, in order to prevent and detect fraud. We may also share information with the Police Service Northern Ireland (PSNI) and other crime agencies for the prevention or detection of crime.
As a public body, we are obliged to comply with information requests under the Freedom of Information Act 2000 or the Environmental Information Regulations 2004 where such disclosure is in the public interest, but shall always ensure your rights under UK Data Protection legislation are respected.
Where necessary or required we share information with:
- you, (responding to a subject access request)
- family, associates and representatives of the person whose personal data we are processing
- current, past or prospective employers
- internal and external auditors
- educators and examination organisations
- financial organisations
- employment and recruitment agencies
- credit reference agencies
- debt collection and tracing agencies
- research organisations
- government departments e.g. Department for Agriculture, Environment & Rural Affairs (DAERA)
- PSNI or other crime agencies
- business associates
- suppliers and service providers
Do you transfer my personal data to other countries?
Sometimes it may be necessary to transfer personal information overseas to share with partner research organisations. When this is necessary, information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with all aspects of the UK Data Protection legislation and the EU General Data Protection Regulation.
How long do you keep my personal data?
We will retain your data for as long as necessary to fulfil the purpose for which it was gathered and, unless required to be held long-term for scientific research or statistical purposes, it will be held by AFBI for no longer than stipulated by legislation, or to a maximum of 20 years.
Under the UK Data Protection Act 2018, AFBI is allowed to hold your personal information indefinitely if required for scientific research or statistical purposes. If this is the case, we will ensure that the appropriate technical and organisational measures are in place to safeguard your data where necessary and respect the principle of data minimisation.
What rights do I have?
- You have the right to obtain confirmation that your data is being processed, and access to your personal data
- You are entitled to have personal data rectified if it is inaccurate or incomplete
- You have a right to have personal data erased and to prevent processing, in specific circumstances
- You have the right to ‘block’ or suppress processing of personal data, in specific circumstances
- You have the right to data portability, in specific circumstances
- You have the right to object to the processing, in specific circumstances
- You have rights in relation to automated decision making and profiling
How do I complain if I am not happy?
If you are unhappy with any aspect of this privacy notice, or how your personal information is being processed, please contact AFBI’s Data Protection Officer at:AFBI HQ, 18a Newforge Lane, Belfast, BT9 5PX. email: email@example.com;
If you are still not happy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):Information Commissioner’s Office Wycliffe House
Tel: 0303 123 1113