Privacy Notice

Department for Culture, Media & Sport Privacy Notice

Covid Commemoration Day of Reflection – Sunday 9 March 2025

Who is collecting my data?

The Department for Culture, Media & Sport (DCMS) helps to drive growth, enrich lives and promote Britain abroad.

We protect and promote our cultural and artistic heritage and help businesses and communities to grow by investing in innovation and highlighting Britain as a fantastic place to visit. We help to give the UK a unique advantage on the global stage, striving for economic success.

This website (“Website“) is run by the Department for Culture, Media & Sport (“we” and “us“, “DCMS“). DCMS is the controller for the personal information we process, unless otherwise stated.

Purpose of this Privacy Notice

This notice is provided within the context of the notice provided to meet the obligations as set out in Article 13 of UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA) (this sets out the info we have to provide  where the data is received directly from the data subject). This notice sets out how we will use your personal data as part of our legal obligations with regard to Data Protection.

The Department for Culture, Media & Sport’s personal information charter (opens in a new tab) explains how we deal with your information. It also explains how you can ask to view, change or remove your information from our records.

Privacy policies of other websites

This website contains links to other websites. If you follow a link to a service provided by another government department, agency or other organisation, that organisation will:

  • be the data controller
  • be responsible for processing any data you share with them
  • publish and manage their own privacy notice with details of how to contact them

What is personal data?

Personal data is any information relating to an identified or identifiable natural living person, otherwise known as a ‘data subject’. A data subject is someone who can be recognised, directly or indirectly, by information such as a name, an identification number, location data, an online identifier, or data relating to their physical, physiological, genetic, mental, economic, cultural, or social identity. These types of identifying information are known as ‘personal data’. Data protection law applies to the processing of personal data, including its collection, use and storage.

What personal data do we collect?

Most of the personal information we collect and process is provided to us directly by you. This includes:

  • personal identifiers, contacts and characteristics for example, email addresses, name and contact details
  • information on how you use this website.  This includes IP address and analytical cookies

You can find more about what constitutes personal information (opens in new window).

How will we use your data?

We use personal information for a wide range of purposes, to enable us to carry out our functions as a government department. This includes publishing information, in an interactive map on the Covid Day of Reflection website, about Covid Commemoration events and activities that are taking place across the UK. The Day of Reflection is to be held on Sunday 9 March 2025.

What is the legal basis for processing my data?

To process this personal data, our legal reason for collecting or processing this data is Article 6(1)(e), it is necessary to perform a public task (to carry out a public function or exercise powers set out in law, or to perform a specific task in the public interest that is set out in law).

There are further requirements for processing more sensitive, or ‘special category’, personal data. DCMS does not intend to capture information falling into this category for this website. You can find out more about these bases for processing personal data by consulting the Information Commissioner’s Office (opens in a new window). 

The lawful basis that we rely on to process your personal data will determine which of the following rights are available to you. Much of the processing we do in DCMS will be necessary to meet our legal obligations or to perform a public task. If we hold personal data about you in different parts of DCMS for different purposes, then the legal basis we rely on in each case may not be the same

What will happen if I do not provide this data?

We will be unable to publish your event or activity on the interactive map on the  Covid Commemoration Day of Reflection Sunday 9 March 2025 website.

Who will your data be shared with?

We will let you know if we are going to share your personal data with other organisations – and whether you can say no. You can ask us for details of agreements we have with other organisations for sharing your information.

If you write to us on a subject that is not our policy area, and the response needs to come from another government department, we will transfer your correspondence, including the personal data, to that department.

You can also ask us for details of any circumstances in which we can pass on your personal data without telling you. This might be, for example, to prevent and detect crime or to produce anonymised statistics.

We won’t make your personal data available for commercial use without your specific permission.

How long will my data be held for?

We will only retain your personal data for 3 years in line with DCMS retention policy: 

  • it is needed for the purposes set out in this document, 
  • the law requires us to
  • in some circumstances (you will need to list them) there is a statutory obligation under the under the Public Records Act 1958 to keep this information for longer
  • it is necessary for archiving, research, or statistical purposes – so long as certain conditions are met.(you will need to state the conditions)

Will my data be used for automated decision making or profiling?

We will not normally use your data for any automated decision making. If we need to do so, we will let you know. 

Artificial Intelligence (AI) is an umbrella term for a range of technologies and approaches that often attempt to mimic human thought to solve complex tasks. Things that humans have traditionally done by thinking and reasoning are increasingly being done by, or with the help of, AI.

Your data will not be processed using AI.

Will my data be transferred outside the UK and if it is how will it be protected?

We will not send your data beyond the European Economic Area. If we need to do so, we will let you know

Links to other websites

Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices of the other websites you visit.

What are your data protection rights?

You have rights over your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018). The Information Commissioner’s Office (ICO) is the supervisory authority for data protection legislation, and maintains a full explanation of these rights on their website 

DCMS will ensure that we uphold your rights when processing your personal data. 

How do I complain?

Data Controllers Title:Covid Commemoration Programme Team

Data Controllers Address: 100 Parliament Street, London, SW1A 2BQ

Data Controllers: covid.commemoration@dcms.gov.uk 

The contact details for the data controller’s Data Protection Officer (DPO) are:

Data Protection Officer

The Department for Culture, Media & Sport 

100 Parliament Street

London

SW1A 2BQ

Email: dpo@dcms.gov.uk

If you’re unhappy with the way we have handled your personal data and want to make a complaint, please write to the department’s Data Protection Officer or the Data Protection Manager at the relevant agency. You can contact the department’s Data Protection Officer using the details above. 

How to contact the Information Commissioner’s Office

If you believe that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. You may also contact them to seek independent advice about data protection, privacy and data sharing. 

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk 

Telephone: 0303 123 1113

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts. 

Changes to our privacy notice

We may make changes to this privacy policy. In that case, the ‘last updated’ date at the bottom of this page will also change. Any changes to this privacy policy will apply to you and your data immediately.

If these changes affect how your personal data is processed, DCMS will take reasonable steps to let you know.

This notice was last updated on 12 December 2024.