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Privacy Notice: Visiting the Office

Personal data obtained when individuals visit our office.

a. What personal information do we hold?

We meet visitors at our office, including:

  • dignitaries;
  • members of the public by prior appointment;
  • journalists;
  • external training providers;
  • job applicants;
  • suppliers and tradespeople; and
  • stakeholders and key partners.

We may retain the name of visitors and details of the organisations they represent.  On diary entries we may additionally record details of topics to be discussed at the meeting and/or any relevant supporting information provided.

b. How do we collect your personal information?

We ask all visitors to sign in and out at reception.  We may also keep a record of pre-planned appointments in the electronic diary of the relevant staff member(s) being visited.

c. For what purposes do we use your personal information?

We gather this information for security and for fire safety purposes and to enable efficient functioning of the office.

d. What is the legal basis for our use of your personal information?

The legal basis we rely on to process your personal data is article 6(1)(f) of the GDPR, which allows us to process personal data when it is necessary for the purposes of our legitimate interests.

e. Who will we share your personal information with?

We will not share this information with any third parties.

f. How long will we keep your personal information?

For information about how long we hold personal data, see our Records Management and Retention Policy.