This policy explains your rights as an individual when using the services provided by the Identity and Passport Service. These rights are set out in the Data Protection Act 1998 (the Act). The policy explains why we require personal information – called data in the Act. It covers what we do with your information and what you can expect from us in return. It also explains how to obtain a copy of any personal information we may hold about you.
The policy does not replace the Data Protection Act. It shows how the Identity and Passport Service will comply with the Act when processing your personal information.
The Identity and Passport Service is committed to compliance with the Act. We hold a legal duty to do so. We will take every precaution to protect your information. The following principles will apply when we process your personal information:
All of these principles will apply whether we hold your personal information on paper or in electronic form.
Information that you supply on your application form is held by IPS on secure systems.
It is necessary for you to have cookies enabled in order to use our online application service. These cookies are session specific and are deleted when you leave the website. We use them to hold the information you give whilst you complete the form. The following guidance is for the most popular browsers:
The quickest way is via Quick Preferences:
We are unable to offer specific advice on configuring cookie handling for every browser/device combination. The following may help you if you are still experiencing problems:
The Identity and Passport Service is the “Data Controller” of your personal information. This means that we hold full responsibility for the safety of your personal information.
Any organisation that works on behalf of the Identity and Passport Service is referred to as the “Data Processor”. Our “Data Processors” comply with the Act. This is to the same high standard as the Identity and Passport Service.
Any organisation that works on behalf of the UK Passport Service is referred to as the "Data Processor". Our "Data Processors" comply with the Act. This is to the same high standard as the UK Passport Service.
We aim to maintain the integrity of the UK passport and prevent fraud. For this reason we must be sure of the identity of an applicant.
Your personal information is requested because it is necessary for the processing of your application for a passport.
The form only asks for information that is necessary.
The work of the Identity and Passport Service includes checking that the details of countersignatories are genuine. As a result, we may need to contact countersignatories and they should be made aware of this. If they object, you must select another countersignatory.
Your personal information will only be seen by those whose jobs require them to do so. This includes Identity and Passport Service staff conducting the various checks that are necessary for the issue of a passport.
Your personal information will be passed to a credit reference agency – currently Equifax – to check your identity. We will not make any enquiries about your business and will not record details of any information they hold.
Personal information will also be passed to the following “Data Processors” who work with the Identity and Passport Service:
Any member of staff that has access to your personal information will be thoroughly checked. All staff are aware of their duties under the Act. Personal information may also be passed to the organisations listed below to enable them to deal with your enquiries:
And to:
Regular audits on our IT security are completed.
Your passport will contain the following personal information
Passport Number
Surname
First Name(s)
Date of birth
Place of birth
Gender
Validity
Digitised image (photograph)
Signature
Your personal information, digitised image and signature are all located on page 31 of the passport. The page is in two parts. The upper part is for visual inspection, while the lower part consists of two lines of print which can be read by special passport reading equipment at immigration controls. All the information on the machine readable page can also be read by the human eye. There is no hidden information and there will be no means of adding information to the page after the passport has been issued.
In 2006, the Identity and Passport Service will start to introduce biometric passports. The first generation biometric passports will have many new security features, including a chip. The chip will store your digitised image and the personal information printed on page 31 of your passport. Once information has been placed on the chip, it cannot be amended. The information on the chip will be protected against eavesdropping (or “skimming”) by an advanced digital encryption technique.
We will pass the personal information in your passport to UK and foreign immigration authorities or law enforcement agencies responsible for border control. This will enable them to confirm that the personal information that appears in your passport is the same as that on the Identity and Passport Service database.
A passport is not an identity document although many organisations accept it as evidence of identity. If you present your passport as evidence of identity to obtain a service e.g. to open a bank account, we will confirm or otherwise that the details in the passport you present agree with the details on the Identity and Passport Service database. We will not disclose your personal details to the organisation requesting the check.
If your passport is reported lost or stolen, we will pass the details of the lost or stolen passport to UK and foreign immigration or law enforcement agencies, to Interpol and to public and private sector organisations in the UK. This is to help prevent your passport being used for criminal purposes and to try and retrieve the document.
Your personal information is held in secure computer files which have restricted access. We have measures in place to stop unlawful access and disclosure.
The Act states that personal information should only be processed in accordance with the rights of an individual. These rights include:
You are entitled to be told if an organisation holds any personal information about you and if so to be given a copy. The personal information must be provided in a clear form. This right is the “right to subject access”.
You should contact us to request a copy of the personal information we hold. The fee is £10.00. Requests can be made in writing or by e-mail – address in our contact details.
We must be sure that we are releasing information to the right person. You will be asked to supply information to prove your identity.
We will be happy to help you complete the request. The Citizens Advice Bureau may also be able to help.
You can download the form here (pdf, 53kb, new window)
You are entitled to see any personal information we hold about you, with some specific exemptions as set out in the Act. For example, we are allowed to refuse requests where providing personal information would be likely to prejudice:
Disclosure of Information Section
Identity and Passport Service
Aragon Court
Northminster Road
Peterborough
PE1 1QG
Tel: 01733 888242
e-mail: hqenquiries@ips.gsi.gov.uk
Further information and advice can be obtained from:
The Office of the Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.informationcommissioner.gov.uk
For your nearest Citizens Advice Bureau, contact:
www.nacab.org.uk
If you apply for a passport in a country outside the United Kingdom, your existing personal information will be passed to the British High Commission or British Embassy in that country. Information about your new passport will be sent to the Identity and Passport Service. An adequate level of protection is in place.
If we decide to change our privacy policy, we will post those changes on our website.
24-hour Passport Adviceline: 0870 521 0410 (see terms and conditions).
Calls are charged at 8p per
minute from a BT landline; live operators are available to assist with your enquiry 24 hours a day
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