This privacy notice tells you what to expect when The Royal Household collects, processes, shares and stores your personal data:
What information do we collect?
When you contact us
- Personal data you provide about yourself (for example, your name and contact details).
When a third party contacts us on your behalf
- Personal data provided by a third party about you such as your name, contact details and specific circumstances. This can sometimes be from friends, family or government agencies.
When you are invited to attend a Royal event or visit a Royal site either by us or a third party
- Your name and contact details;
- On some occasions, we may also collect your date of birth and place of birth, and whether or not you have a criminal record (for security accreditation purposes), dietary requirements, details of any required special access arrangements, and details of your vehicle if applicable;
- If you are eligible to bring a companion, we may also collect their information;
- Footage from CCTV security cameras around the Royal residences, galleries and shops;
- If you have an accident whilst visiting, we will ask you to complete an accident form on which we ask for your name, contact details, and nature of your injury.
When you meet a Member of The Royal Family, or their representative during a visit, reception or other event
- Information about you is usually provided to us by the organisation or body you are connected with or affiliated to.
When you supply goods or services to a Member of The Royal Family or their Household
- Your name, address, telephone number(s), email address, bank details and unique taxpayer reference (UTR) if applicable.
When you visit our website, or interact with us via social media
- Your IP address and browsing preferences and choices;
- Your name and username and any comments that you make.
How do we collect it?
We may collect information about you from a number of sources these include:
- From you when you contact or interact with us by telephone, email or post, or when you communicate with us through social media;
- From forms we may ask you to complete;
- From public sources;
- From organisations/bodies you are connect to or affiliated with, when they provide your information to us for events/meetings or if you are meeting a Member of The Royal Family or their representative.
Why do we collect it?
In some cases we collect the data out of a contractual necessity e.g. so both the Royal Household and you are fulfilling the obligations set out in our supplier terms and conditions or any contract that may be in place.
Other times we collect the data because it is a legitimate interest of the organisation to process the information, for example, to log any correspondence you send us and respond accordingly. We process visitor and guest information to be able to send out invitations for meetings or events, and to know who will be in our buildings for security and health and safety purposes. We provide information to
Members of The Royal Family, or their representative(s) so that they know who they will be meeting and why.
In other cases, we hold the information because you have given us your consent. If the basis for collecting and processing your data is based on your active consent, you also have the right to withdraw that consent at any time.
How do we use your information?
We process your data in order to:
- Record any correspondence or gifts we receive and respond accordingly;
- Send out invitations to meetings and events held on Royal sites;
- Know who will be visiting Royal sites for security, and health and safety purposes;
- Provide Members of The Royal Family, or their representative(s) with information about who they will be meeting and why;
- Enter into contracts with suppliers and to pay them for goods and services received;
- Maintain relationships with individuals and organisations with Royal affiliations such as those with Royal patronage or who hold a Royal warrant;
- Send Royal messages and greetings;
- Prevent and detect crime through use of CCTV footage;
- Send press releases, operational notes and media advisories.
How is it stored?
Your personal data is stored in a number of ways:
- In paper files stored securely;
- In software systems which are managed on the Royal Household network or by a third party supplier.
Who do we share your information with?
We may share your data with and/or obtain information from some third parties:
We work with selected service providers that carry out certain functions on our behalf, for example:
- Contractors for the provision of events management services;
- Stationery providers and other companies who produce event invitations for us;
- Third party providers for the management of cookies on our website;
- Social media providers e.g. Facebook, Twitter, Instagram – to deliver our social media presence;
- The Royal Warrant Holders Association and Business in the Community in relation to managing applications for Royal Warrants of Appointment;
- The Metropolitan Police Service and the respective County Constabularies who provide protection across the Royal Estate and to Members of the Royal Family.
We may share personal data with other organisations in the following circumstances:
- Lord Lieutenants, where a Member of The Royal Family is visiting a particular county and the Lord Lieutenant is involved in the visit arrangements;
- Our legal representatives e.g. solicitors, in order to establish, exercise or defend our legal rights;
- Government departments or Independent Parliamentary Bodies e.g. Home Office, HMRC, Ministry of Defence, Foreign and Commonwealth Office, National Audit Office, where we are required to by law or by a public authority.
How do we protect your data?
We take the security of your data very seriously. We have internal policies and controls in place to ensure that your data is retained appropriately, and is not accessed except by our employees or authorised third parties in the proper performance of their duties.
Where we engage third parties to process personal data on our behalf, they do so, on the basis of written instructions, are under a duty of confidentiality, and are obliged to implement appropriate technical and organisational measures to ensure the security of data in line with the relevant legislation.
How long do we keep it for?
We retain your data in line with our retention schedules as agreed with the Information Assurance team of The Royal Household. Some personal data may be kept indefinitely as it is stored in the Royal Archives for reasons of historic interest.
The Prince of Wales and Duchess of Cornwall's website
During your use of the site we may collect information about your computer, including where available your IP address, operating system and browser types, for system administration and to report aggregate information to third parties (including organisations connected with The Prince of Wales). This is statistical data about our users' browsing actions and patterns and does not identify any individual.
Strictly necessary cookies: These are cookies that are required for the operation of the website, for example to track information about which server is providing you with content.
Analytical/performance cookies: These cookies allow us to recognise and count the number of visitors to the website, and see how visitors move around the website when they are using it. This helps us to improve the way our website works.
You can find more information about the individual cookies we use, including how long they will be stored on your browser or hard drive, in the table below.
More information about the individual cookies in use on the website:
This cookie remembers the user’s agreement to accept website cookies.
These cookies allow us to count page visits and traffic sources so we can measure and improve the performance of our site, using a service provided by Google Analytics.
These cookies are used by the content management system to remember settings for various system features.
We may also monitor user traffic on an aggregate basis in order to help us develop and improve the site for the benefit of all users. This data does not contain personal information. Please note in particular that statistical records are maintained of pages visited by users whether or not they have subscribed for any of our services.
The site has links to other websites which will have different privacy, trading and use policies and conditions and you should familiarise yourself with these policies before you use or submit any personal data to these websites.
What are my rights?
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- ask us to change incorrect or incomplete data;
- ask us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing;
- request a copy of the data you have provided to us in an agreed format, so that you can reuse it or transfer it to another data controller if you wish;
- ask us whether we use automated decision making or profiling when processing your data.
Please note that none of these rights are absolute and we reserve the right to refuse your request where exceptions apply.
Contact information and further advice
The Information Assurance team based at Buckingham Palace is responsible for ensuring compliance with data protection legislation across the Royal Household. If you would like to contact the Information Assurance team please email our Data Protection Manager at: firstname.lastname@example.org, or write to: The Data Protection Manager, Information Assurance, The Royal Household, Buckingham Palace, London, SW1A 1AA.
The registered data controllers are as follows:
- The Keeper of the Privy Purse is the Data Controller for the Household of HM The Queen
- The Private Secretary is the Data Controller for the Household of HRH The Duke of Edinburgh's Household;
- The Principal Private Secretary is the Data Controller for The Household of TRH The Prince of Wales and The Duchess of Cornwall.
- The Private Secretary is the Data Controller for the Household of TRH The Duke and Duchess of Cambridge
- The Private Secretary is the Data Controller for the Household of TRH The Duke and Duchess of Sussex
- The Private Secretary is the Data Controller for the Household of HRH The Duke of York
- The Private Secretary is the Data Controller for the Household of TRH The Earl and Countess of Wessex
- The Private Secretary is the Data Controller for the Household of HRH The Princess Royal
- The Private Secretary is the Data Controller for the Household of HRH Princess Alexandra
- The Private Secretary is the Data Controller for the Household of TRH The Duke and Duchess of Gloucester
- The Private Secretary is the Data Controller for the Household of TRH The Duke and Duchess of Kent
24 May 2018
If you have concerns about the use of your personal data, the Information Commissioners Office is an independent body set up to uphold information rights in the UK. They can be contacted through their website: www.ico.org.uk or their helpline on 0303 123 1113, or in writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF