Policy documents

livestock information service privacy notice

date of last review January 2024

Introduction

The UK General Data Protection Regulation provides individuals (known as data subjects) with the ‘Right to be Informed’. This means organisations that collect, store and use (or ‘process’) your data, are legally required to provide information to which you are entitled to.

Privacy notices are designed to give you greater control of your personal data, as well as encourage those processing your data to act transparently and ensure your data’s confidentiality integrity and availability.

At Livestock Information Ltd we take the privacy and security of your personal information very seriously. We commit to protect any personal information you share with us, or that we legitimately receive from a partner organisation.

We will be transparent when we process your personal data and act in accordance with data protection legislation.

We will never sell your personal information to third parties.

If you have provided Livestock Information Ltd with your personal data and have not received or been directed towards our privacy notice at the point of collection, please contact data.protection@livestockinformation.org.uk to enable the Data Protection Officer to rectify this.

Livestock Information Ltd is working collaboratively with industry and Government to develop a world-leading multi-species livestock information service for cattle, sheep, pigs, goats, and deer. In time, the Livestock Information Service aims to become an important national tool that enables industry and government to:

Better control chronic endemic livestock diseases
Terminate exotic disease outbreaks quickly and effectively.
Drive positive changes in productivity and sustainability.
Develop a competitive trade advantage by building trade partner and consumer confidence in the provenance of British meat and livestock products.

You can find out more about us at: www.livestockinformation.org.uk

2. Data we collect

“Personal Information” is information that identifies you as an individual or relates to an identifiable individual. Personal Information we may collect through Livestock service registration, movement processing, event booking and feedback forms, sign-up forms, surveys, websites, competitions, public databases and third parties includes:

Contact Information:

First Name and surname
Business Name (if applicable)
Postal Address
Email Address
Phone Numbers
Social Media Handles

Supplier Information:

Supplier Bank Details

Livestock and Holdings:

Details of your holding register
Details of your herds
Details of your livestock movements

Engagement and Interaction:

Information regarding your dealings with us, including:
- - Attendance at events
  - Engagement with our programs

Feedback and Recordings:

Your feedback on our services, including:
- - Video and audio recordings (with explicit consent)

Preferences:

Any preferences you have in relation to our publications and services.

Voluntary Submissions:

Any information you may voluntarily submit to us by:
- - Completing any paper or web-based form
  - Job application

Website Usage:

Details of your visits to and usage of our websites
Details of whether you have:
- - Opened our emails.
  - Clicked on a link.
  - Watched our videos.

Membership Information:

Membership of panels, committees, bodies, and organisations

Optional Demographic Information:

Date of Birth
Demographic Information (may be requested)

3. How we collect your data

We collect personal information in the following ways:

When you give it to us directly

When you register to use one or more of the Livestock Information Service services,
Provide feedback, or sign up on- or off-line to receive information,
When you apply to work for Livestock Information Ltd,
When you join one of our committees, panels, or boards.

From third party organisations and governments

These third parties may be other public sector organisations such as –

The Rural Payments Agency
The Animal and Plant Health Agency
The Food Standards Agency

Where information has been shared to help enable Livestock Information Ltd to fulfil our statutory functions including:

Cross border movements – where animal moves are reported from a Devolved Administration into England, we share, and process data controlled by the respective government.
Third party organisations to whom you may have provided permission through your privacy settings or the responses you have given them.

When it is available publicly

We may supplement the information you provide with data from the public domain, such as Companies House and other public databases.

From social media

We use social media to communicate with stakeholders and depending on your settings for social media and messaging services like Facebook and X (Formally Twitter), you might give us permission to access information from those accounts or services.

When you use our websites or apps

You can find details about our Cookie Policy at https://livestockinformation.org.uk/cookie-policy/ Like most websites, ours use ‘cookies’ to help us make our websites, and your user experience, better. Cookies mean that a website will remember you.
We track the Internet Protocol (IP) address used to connect your computer to the Internet; computer connection information such as browser type and version; and time zone setting, browser plug-in types and versions; operating system; download history, which we sometimes aggregate with similar information from other contacts to improve the navigation and services.
During some visits we may use software tools such as JavaScript to measure and collect session information, including page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

4. Our Lawful basis

Public Task

As an arms-length body of Defra processing personal information is necessary in the exercise of the official authority of Defra to supply livestock traceability under statute, by operation of the following regulations and laws.

UK Laws

Retained EU Laws (REUL)

EU Regulation 1760/2000 (Bovine) Traceability Regulation (As amended)
EC Regulation 1082/2003 (Bovine) identification and registration of bovine animals
EC Regulation 21/2004 (Ovine, Caprine) identification and registration

Contract

Where we have contractual relationships with suppliers, customers and employees processing is necessary to administer the pre-contract and contractual obligations for the performance of a contract.

Legitimate Interest

Where we use personal information in ways, they would reasonably expect to keep them informed and to run the business.

Legal Obligation

We process and share some information because it is necessary to comply with laws and regulations to do with running an organisation and employing staff including but not limited to – health & safety legislation, tax laws, human rights and employment laws.

Vital Interest

We process some sensitive information on health and disability provided to us by employees to enable us to respond in the most appropriate way in the event of a medical emergency. This would only be used in the event their consent cannot be provided.

Consent

The provision of information to stakeholders, which may include direct marketing, will be done when the data subject has explicitly consented to the processing of their personal data for one or more specific purposes.
Consent will be used for the main subject of photography and recording (video and audio).
Re-consent will be sought every three years, where necessary.
- Where re-consent cannot be gathered, your personal data will be disposed of securely unless a legal obligation prevents us from doing so.

5. How we use your data

Livestock Information Service

We collect and use personal information for the purpose of delivering the Livestock Information Service services (LIS) on behalf of Defra and AHDB. LIS is a statutory livestock traceability service on behalf of Defra, and industry-led value-add services with AHDB:

We collect and use personal information for the following business administration purposes:

Industry stakeholders

To contact our stakeholders to inform about ways in which they can engage with and support the Livestock Information Service.
To contact industry organisations to collaborate and work in partnership on projects and to keep them informed on progress with projects and innovations which affect the industry.
We may use the information you give us along with details about the publications you order or download, your attendance at events and the products and services you use, as well as data from other appropriate third parties, to help us make our information, services, and communications more relevant for you.
To identify usage trends on our websites and social media channels in order to enhance, improve or modify our websites and to facilitate your participation in interactive features you may choose to use on our websites and social media, also to personalise your user experience by presenting content tailored to you.
We produce to enable Government and the livestock industry to make better trading and business planning decisions.

Suppliers and customers

For business purposes to administer our pre-contract and contractual supplier/customer obligations.

Livestock Information Ltd employees and potential employees

An employee specific privacy notice is available internally.
For recruitment purposes prior to entering into an employment contract.
During employment for normal employment contract purposes including the provision of contracted pay and benefits, and to meet the requirement of tax and employment laws.
For health and safety, holiday, sickness, and absence records.
To keep employees informed

6. Who we share your data with

As part of the Livestock Information Service, we may share your data for regulatory and animal health purposes with –

The Animal & Plant Health Agency (APHA)
Agriculture and Horticulture Development Board (AHDB)
Food Standards Agency (FSA),
The Rural Payments Agency (RPA),
The Department for Environment, Food and Rural Affairs (DEFRA) or its equivalents in the Devolved Administrations or their appointed agents.
Universities and institutions conducting research on animal diseases, monitor outbreaks, and develop strategies for prevention and control.
Trading Standards

As part of our service delivery, we may share your data with reputable third parties to:

Help deliver stakeholder events, for example to facilitate online registration.
Deliver employee services and benefits such as pensions, life insurance, occupational health scheme, vehicle leasing and insurance.
Respond to requests from courts or law enforcement agencies.
Where we appoint reputable data processors to complete processing activities on our behalf. This will only occur where we believe the activity is within stakeholder’s interest and provides tangible benefits, such as improved product functionality or a higher quality of service delivery.
- Livestock Information Ltd requires all such third parties to treat your personal data as confidential and asks for appropriate safeguards to be introduced to protect it.

We will never sell your personal information to third parties or release your personal information to any company outside of the Livestock Information Ltd for their mailing or marketing purposes.

7. Data retention

We will retain your personal information for no longer than necessary for the purpose it was obtained unless a longer retention period is required or permitted by law.
We retain data for scientific and historical research purposes to support the following –

Facilitate research and analysis related to animal health, including investigations into diseases and associated factors, in compliance with regulatory requirements
Monitor, detect, and analyse outbreaks of animal diseases to support public health initiatives supporting necessary measures for containment and prevention
Development and implementation of strategies aimed at preventing and controlling animal diseases, contributing to public health measures while adhering to relevant regulations

In the event we have no lawful basis for processing your personal data, it will be securely disposed.

If you would like further information on our specific retention periods, please contact us using the details provided below

8. How we keep your information safe

We ensure that there are appropriate and proportionate controls in place to protect your personal information in the following ways.

We use encryption, where appropriate, and we store data within Livestock Information Ltd.’s secure network and cloud environment.
We limit and control who has access to the personal information we hold through administrative, technical, and physical access controls.
Where we use third party suppliers or partners to process personal data, we put a contract in place that sets out our expectations and requirements, especially regarding how they manage and securely transfer the personal information and fully comply with all applicable data protection legislation.
Livestock Information Ltd.’s own systems and storage are within the UK and EEA. Some of our suppliers or partners process personal information on our behalf outside the EEA, where a recognised data security protocol and safeguards are in place between the UK and that country.
L.I Limited employ a data protection officer monitoring compliance with GDPR, upholding data subject rights and monitoring processing activity.

9. Your rights

By law you have certain rights over your personal data that we hold about you and these are summarised below.

Some of the rights are complex and not all the detail is included in our summaries, you should therefore read the relevant guidance on the Information Commissioner’s Office website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
To enquire about exercising any of these rights please contact the Data Protection Officer using the details below “How to contact us”.
We may need to verify your identity before implementing your request, for instance through photographic ID.
Not all rights under the UK GDPR are absolute and your request may be denied where there are grounds such as an exemption under the Data Protection Act 2018.

Right to Access (or Right to Know):

Data Subjects have the right to request access to their personal data held by an organisation. This includes information about how and why their data is being processed.
You (the data subject) have the right to ask for a copy of the personal information held about you – known as a Data Subject Access Request (DSAR).
We are required to respond within one month, with extensions to that deadline only being applicable in extraordinary circumstances.
There is no charge to deal with your request and you can make a subject access request verbally or in writing.
Anyone exercising the ‘right of access’ on your behalf must have your explicit consent to do so. Processing related to your ‘right of access’ is a statutory requirement under the UK GDPR and the Data Protection Act 2018.

Right to Rectification:

Individuals can request corrections or updates to inaccurate or incomplete personal data.

Right to Erasure (or right to be Forgotten):

Individuals have the right to request the deletion of their personal data under certain circumstances, such as when the data is no longer necessary for the purpose for which it was collected.
Please note that the personal information we hold for ‘public task’ purposes is not eligible for erasure.
Personal information obtained through consent is eligible and each request we receive will be treated on a case-by-case basis. It should be noted that we will retain enough information to ensure the individual is not contacted again.
On occasion, some data may also have to be retained for legal record-keeping purposes and we will always inform you when this is the case.

Right to Restriction of Processing:

Individuals can request a temporary halt to the processing of their data, usually when they contest the accuracy of the information or when the processing is unlawful.

Right to Data Portability:

Individuals can request their personal data in a structured, commonly used, and machine-readable format, and have the right to transmit it to another controller.

Right to Object:

Individuals can object to the processing of their personal data based on legitimate interests or for direct marketing purposes.

Rights related to Automated Decision Making and Profiling:

Individuals have safeguards against solely automated decisions, including profiling, that have legal or significant effects on them.
No automated decision-making or profiling is being completed by Livestock Information Ltd at this time. This privacy notice will be amended immediately should this change.

Right to Withdraw Consent:

Where processing is based on consent, individuals have the right to withdraw that consent at any time.
Livestock Information Ltd uses consent for the delivery of information to stakeholders and for participation in photography and recording. Your consent will be stored, and re-consent will be sought only where the processing is still deemed necessary and lawful.

Right to be Informed:

Individuals have the right to be informed about how their data is collected, used, and processed. This right encompasses the obligation of organizations to provide clear and concise privacy notices.

Right to Lodge a Complaint:

Individuals have the right to lodge a complaint with a supervisory authority if they believe their data protection rights have been violated.
Please contact the Data Protection Officer in the first instance. If you’re not satisfied and wish to complain the independent supervisory authority in the UK is the Information Commissioner’s Office (ICO) information can be found at www.ico.org.uk/global/contact-us/

10. How to contacts us

General queries info@livestockinformation.org.uk

Data Protection queries data.protection@livestockinformation.org.uk

You can write to us at the following address:

FAO LI Data Protection Officer

Livestock Information Ltd

Seacole Building

2 Marsham Street

London

SW1P 4DF

We may change this Privacy Notice from time to time. The effective date of this Privacy Notice, given at the beginning, indicates the last time this Notice was revised. If we make any significant changes in the way we treat your personal information we will communicate this to you.

Document Approval

Version	10
Last Updated By	Danny Meaney, Data Protection Officer
Last Updated date	January 2024
Effective From	January 2024
Next Review Date	February 2025