NI Retail Movement Scheme privacy notice

This privacy notice explains the process for traders that apply to move agri-food retail goods between Great Britain and Northern Ireland under the Windsor Framework via the NI Retail Movement Scheme.

Who collects your personal data

The Department for Environment, Food and Rural Affairs (Defra) is the controller for the personal data we collect. Defra's address is

Department for Environment, Food and Rural Affairs
Seacole Building
2 Marsham Street
London
SW1P 4DF

If you need further information about how Defra uses your personal data and your associated rights, you can contact the Defra data protection manager at data.protection@defra.gov.uk or:

Department for Environment, Food and Rural Affairs
Nobel House
17 Smith Square
London
SW1P 3JR

The data protection officer for Defra is responsible for checking that Defra complies with legislation. You can contact them at DefraGroupDataProtectionOfficer@defra.gov.uk or:

Department for Environment, Food and Rural Affairs
Seacole Building
2 Marsham Street
London
SW1P 4DF

What personal data we collect and how we use it

Defra collects the following personal data to approve, assess and assure NI Retail Movement Scheme members who receive or place on the market specified retail goods under the Scheme:

  • company name and address
  • email address for business
  • NI Retail Movement Scheme contact person personal information, including: name; position; email address; and telephone number
  • NI Retail Movement Scheme authorised representative personal information, including: name; position; email address; and telephone number
  • Food Business Operator (FBO) number or Plant Health Registration (PHR) number
  • establishment information: Establishment name; address; and scheme number
  • business RMS number.

DEFRA will use your data to verify if you’re eligible for related schemes you apply for and to conduct fraud prevention activities.

Lawful basis for processing your personal data

The lawful basis for processing your personal data is that it is necessary for the performance of a task carried out in the public interest under common law and the implied powers of a Government Department to process.

Who we share your personal data with

Defra may share the personal data collected under this privacy notice with:

  • the European Commission
  • any relevant Competent Authorities
  • Department of Agriculture, Environment and Rural Affairs of Northern Ireland (DAERA)
  • the Animals and plant health agency (APHA)
  • the Food Standards Agency (FSA)
  • Science & Advice for Scottish Agriculture (SASA)
  • Northern Ireland District Councils
  • Scottish Government
  • Welsh Government

Defra may share personal data collected with these organisations to provide assurance to parties that Scheme members are adhering to the terms and conditions of the Scheme. This may be through regular and/or risk-based assurance activities by the parties listed.

Company data such as business name, business address and establishment addresses will be searchable in the general certificate application service by other approved NI Retail Movement Scheme members.

Defra respects your personal privacy when responding to access to information requests. We only share information when necessary to meet the statutory requirements of the Environmental Information Regulations 2004 and the Freedom of Information Act 2000.

How long Defra holds personal data

Defra will hold your personal data during the duration of your Scheme membership and for five years after leaving the Scheme.

What happens if you do not provide the personal data

If you do not provide the personal data, you cannot apply for the NI Retail Movement Scheme or move specified retail goods under the scheme.

Use of automated decision making or profiling

The personal data you provide is not used for:

  • automated decision making (making a decision by automated means without any human involvement)
  • profiling (automated processing of personal data to evaluate certain things about an individual)

Transfer of your personal data outside of the UK

Defra will only transfer your personal data to another country that is deemed adequate for data protection purposes.

We will only provide movement data to the European Union to meet the requirements under the Windsor Framework, including, when requested, to verify a Scheme member's authorisation to move goods under the Scheme.

Your rights

Find out about your individual rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

Complaints

You have the right to make a complaint to the Information Commissioner's Office at any time.

Defra's personal information charter

Defra's personal information charter explains more about your rights over your personal data.