Guidance: RPA Customer Privacy Notices

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Rural Payments Agency

May 24

15:45 2024

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Introduction

This document gives details about privacy arrangements across RPAs schemes and services. For further information about how RPA manages your data, how you can exercise your rights and who to contact, read Personal Information Charter.

Call Recordings

The Rural Payments Agency (RPA) only records phone calls made to and from its call centre. If you receive a call from our call centre, we will tell you if it is being recorded at the beginning of the call. All other calls we make will not be recorded.

We keep call recordings for 6 months, for training purposes, or to make sure that the information you provide is accurately recorded on our systems.

In exceptional circumstances, we may keep recordings for longer, for example, where information emerges to indicate that the content of the call may be significant, or if you have requested a copy of the call.

To request copies of call recordings you will need to submit a Subject Access Request. You can read how to do this in the How do I ask to see the data you hold about me? section of our RPA Personal Information Charter.

Customer Privacy Notices

British Cattle Movement Services

Function	Animal Movement Licensing Service
Purpose for Processing	Compliance with statutory detailed rules as regards the minimum level of controls to be carried out in the framework of the system for the identification and registration of Bovine, Sheep and Goats animals.
Legal basis for collecting, using and holding your data	Public task.
Retention period	At least 7 years.
Shared with	Food Standards Agency, National Food Crime Unit, Animal and Plant Health Agency (APHA), Trading Standards, Animal Reporting and Movement Service, Agriculture Horticulture Development Board (also the British Pig Executive), Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales.

Function	Cattle Identification, Inspections and Compliance
Purpose for Processing	Regulations that specify the need for the competent authority to identify cattle, sheep and goats and Cross Compliance regulations including the carrying out of on the spot inspections of GB cattle holdings.
Legal basis for collecting, using and holding your data	Public task.
Retention period	At least 7 years.
Shared with	Animal and Plant Health Agency, Trading Standards, Local Authorities, External Officials, Food Standards Agency, Food Standards Scotland, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Defra Policy.

Function	Cattle Tracing
Purpose for Processing	A system for the identification and registration of cattle.
Legal basis for collecting, using and holding your data	Public task.
Retention period	At least 7 years.
Shared with	Animal and Plant Health Agency, Local Authorities, government departments of other countries associated with the imports and exports of live animals, markets, slaughterhouses, external officials, Farm Advisory Service, Agriculture & Horticulture Development Board, Food Standards Scotland, Food Standards Agency, Health and Safety Executive, farm assurance schemes.

Function	Livestock Unique Identification Service (LUIS)
Purpose for Processing	The manufacture and allocation of cattle ear tags.
Legal basis for collecting, using and holding your data	Public task.
Retention period	At least 7 years.
Shared with	Ear Tag Manufacturers, Animal and Plant Health Agency, External Officials, Approved Livestock Identification Manufacturers Association, Ulster Farmers Union, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Local Authorities.

Function	Sheep and Goat Inspections and Compliance
Purpose for Processing	A system for the identification and registration of ovine and caprine animals with regard to the minimum level of checks to be carried out in relation to the identification and registration of ovine and caprine animals.
Legal basis for collecting, using and holding your data	Public task.
Retention period	At least 7 years.
Shared with	Animal and Plant Health Agency, Trading Standards, Local Authorities, External Officials, Food Standards Agency, Food Standards Scotland, Scottish Government Rural Payments and Inspections Directorate, Welsh Government Rural Payments Wales, Defra Policy, Defra Investigation Services and third party contractors.

Livestock Information Service

Function	Sheep, Goat and Deer Movements - Support Services
Purpose for Processing	Compliance with statutory detailed rules as regards the minimum. Compliance with statutory detailed rules as regards to livestock traceability. Reporting and recording animal movements for effective disease control and food safety.
Legal basis for collection, using and holding your data	Public task.
Retention period	At least 7 years.
Shared with	Livestock Information Ltd, Animal and Plant Health Agency (APHA), Local Authorities Trading Standards, Food Standards Agency (FSA), Scottish Government, Welsh Government.

Basic Payment Scheme

Function	Basic Payment Scheme
Purpose for Processing	The Basic Payment Scheme (BPS) is a land based support measure. Initially funded by the European Union to help the farming industry, within the framework of the Common Agricultural Policy, it is now funded by the UK.
Legal basis for collecting, using and holding your data	Public task. Legal obligation. We have a legal obligation to provide beneficiary data to Defra, who publish it to meet EU retained legislation, aimed at promoting transparency.
Retention period	At least 11 years from the date of the last action on an individual claim.
Shared with	Local Authorities, Highways England, High Speed Two (HS2) Limited, His Majestys Land Registry, Health & Safety Executive, Utility suppliers, Wildlife and Nature Partnerships, Drainage Boards, Emergency Services, Airport Security, Natural England, Forestry Commission, Scottish Government Rural Payments and Inspections Directorate, Environment Agency, Welsh Government Rural Payments Wales and Department of Agriculture, Environment and Rural Affairs Northern Ireland, Ministry of Defence, Centre for Ecology & Hydrology, The National Grid.

Delinked Payments

Function

Delinked Payments

Purpose for Processing

In order to calculate Delinked Reference Data existing BPS data will be collected that is currently stored in Rural Payments Service (RPS). Information statements will be generated using this data. This will include reference data which will inform the customer how much they will be paid. Customers who require a data transfer will use RPS to transfer their reference data. Offline customers who may require a transfer of reference data will have this carried out by a processor with sufficient access to carry out this task. From the existing BPS data and new data provided by customers where applicable, new payment data wil

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