This privacy notice tells you what to expect us to do with your personal information.
Our Contact Details
Post: Valo Building, Talbot Road, Stretford, Trafford, Greater Manchester, M16 0PU
Telephone: 0161 834 0490
Email: office@gmlo.org
What Information We Collect, Use, and Why
We collect or use the following information to provide our services:
- Names and contact details
- Addresses
- Records of meetings and decisions
- Information relating to compliments or complaints
We collect or use the following information for research or archiving purposes:
- Names and contact details
- Addresses
- Personal information used for administration of research
- Personal information used for the purpose of research
- Records of consent, where appropriate
We also collect or use the following information for research or archiving purposes:
- Racial or ethnic origin
We collect or use the following information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
Lawful Bases
Our lawful bases for collecting or using personal information to provide our services are:
- Consent
- Contract
- Legal obligation
- Legitimate interest: To enable the Lord-Lieutenant or one of her Deputy Lieutenants to visit organisations as a means to acknowledge the work being done. To enable the attendance at Royal Garden Parties of individuals deserving recognition. Giving advice on how any member of the public can nominate someone for a national Honour; offering advice on the completion of the forms and supporting the National Honours Nomination system when referred back to the Lord Lieutenant for validation. Advising on procedures and nominations for the King’s Award for Voluntary Service. Advising on procedures and nominations for the King’s Award for Enterprise. Helping to gain access to the Duchy of Lancaster Benevolent Fund and securing small amounts of funding for community projects. To enable a visit to organisations by members of the Royal Family. To share information about our services via our website and social media channels.
Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Consent
- Legitimate interest: To enable the Lord-Lieutenant to gather information about prospective Deputy Lieutenants. To gather the information necessary for the initial submission, validation and/or assessment of National Honours and King’s Awards.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent
- Contract
- Legal obligation
Where We Get Personal Information From
- People directly
- Councils and other public sector organisations
- Royal Households
- Publicly available sources
- Previous employers
- Third parties: Members of the public nominating others for attendance at Royal Garden Parties, National Honours or King’s Awards
How Long We Keep Information
We keep information for as long as necessary to provide our services. We may retain data in perpetuity for the purpose of preserving the history of Lieutenancy in the public interest.
Who We Share Information With
Other organisations:
The Cabinet Office, Government Departments, Royal Households and Civic Mayoral Offices. Police services for the provision of security services to Royal Households. Local Press for good news announcements.
The general public via our website and social media platforms
Your Data Protection Rights
- Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal data.
- Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to Complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint