Welcome to Defra Data Services Forum

    Privacy Notice


    Defra Data Services Platform (DSP) and Defra Data Services Forum Privacy Notice

    For general information on how the Environment Agency and Defra group treats your personal data and how to contact us, see our Personal Information Charter: https://www.gov.uk/government/organisations/environment-agency/about/personal-information-charter



    Why are we collecting personal data and what we will do with it?

    We collect personal data in order for you to use the Data Services Platform (DSP), register for a partner account and access restricted data, and contribute to the DSP Forum.

    Personal data we collect will allow us to communicate directly with you, provide an interactive service, authenticate your registration and, where relevant, supply data offline.

    We are processing your personal data because you consent to us doing so. You have the right to withdraw consent at any time.

    Failing to provide the information may mean you will not be able to use all of the Data Services Platform features, access restricted data or contribute to the DSP Forum.

    By registering for an account you are confirming that you are over 13 years of age.  If you are below the age of 13, you will need to have the consent of a parent or guardian.

    Depending on your data requirements, the personal information provided will be used by the Environment Agency (EA) or members of the Defra group.  These include the Animal and Plant Health Agency (APHA), Centre for Environment, Fisheries and Aquaculture Science (Cefas), Department for Environment, Food and Rural Affairs (Defra), Forestry Commission (FC), Marine Management Organisation (MMO), Natural England (NE) and Rural Payments Agency (RPA).  

    OS (Ordnance Survey) will be collecting data from Farmers and Agents access, to monitor the use of their data, to determine whether breaches of Ts&Cs have occurred.

    Data Services Platform:

    You do not need to register or provide any personal information in order the use the service or its associated APIs.

    Partner data access:

    The personal data we will need to collect in order for you to create a partner account are: name, email address, user type, organisation name and password.

    DSP Forum:

    The personal data we will need to collect in order for you to create an account are: username, email address and password.

    Public registers:

    You do not need to register or provide any personal information in order the use the service or its associated APIs. 

    Any information that you provide to us, if you submit a query using our online enquiries form, or if you contact our National Customer Contact Centre, will be used to respond to your query.  It may also be used to assess customer satisfaction with our service and improve our communications.

    Rural Payments Agency land parcels:

    Farmers do not need to register to use the service, but we will collect your Single Business Identifier (SBI) to allow us to identify which farmers are using the service.

    We will also collect the business details of agents acting on behalf of farmers, so that we can ensure that agents are only using the service on behalf of their clients.  The business data items we need are: business name, address, and email address.

    Sharing and transferring personal data

    The personal data you provide will be held on the system provided by our IT supplier.

    We may share your personal data with the Defra group in order to provide you with an adequate response.  

    We will not transfer the personal data that you provide outside the European Economic Area.

    How long do we hold personal data for?

    We will keep your personal data for as long as you are a registered user of the Data Services Platform Forum or you are a registered Data Services Platform user.  If the service or your account has been inactive for 2 years, your personal data will automatically be removed from the Data Services Platform and the Data Services Platform Forum. You can also ask for your personal details to be removed at any time through our Feedback Form.

    Automated decision making and profiling

    We will not use the information you provide for automated individual decision making (making a decision solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain things about an individual).

    The use of Cookies on Data Services Platform

    To enable you to use the Data Services Platform (DSP), the service puts small files known as ‘cookies’ on to your computer.

    These cookies are used to:

    • help us understand how you use the service, so we can make improvements
    • remember what notifications you’ve seen so that you’re not shown them more than once
    • temporarily store the information you enter

    Cookies we collect can be split into two categories:

    Essential cookies are needed to support essential elements of the Data Services Platform and enable you to use the website as intended.

    For example, essential cookies enable registered users to log in and access information shared with them. They also allow you to complete and progress through a form (such as registration or, in some cases, data order form).

    Our lawful basis for processing your personal data when applying essential cookies when you visit our website, is that it is necessary for our legitimate interests in order to maintain the integrity of our IT systems and the functionality of our website.

    Non-essential cookies are used to support continuous improvement of the Data Services Platform. They allow us to understand how users navigate through, and use our pages and services. The lawful basis we rely on to process your personal data for the optional cookies we use is consent. You will be asked whether you consent to these cookies or not when you visit our web pages. You can also withdraw your consent at any time by amending and resaving your settings on the Cookies Policy pages.

    The non-essential cookies are needed for Google Analytics software to provide us with statistics on how you use our platform, so we can improve it based on user experiences. These cookies collect information about:

    • the pages you visit - how long you spend on each page
    • how you got to the service
    • what you click on while you’re using the service

    Data collected for this purpose includes IP addresses. We do not store your personal information through Google Analytics (for example your name or address).

    We will also not identify you through analytics information, and we will not combine analytics information with other data sets in a way that would identify who you are.

    Detailed information about what cookies we collect, what is their function, their retention period, as well as the functionality to choose whether the non-essential cookies are allowed, can be found in our Cookies Policy pages: https://environment.data.gov.uk/cookies.

    Your rights

    You have rights under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018). The Information Commissioner's Office (ICO) is the supervisory authority for data protection legislation.

    The ICO website has a full list of your rights under data protection legislation, you can access this here: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights

    You have the right to lodge a complaint with the ICO at any time. Should you wish to exercise that right full details are available at: https://ico.org.uk/make-a-complaint

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