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Data Privacy Notice for the Passport Service

Part B – Information specific to the personal data being collected

The following data is specific information in relation to the personal data processed for the purpose of assessing passport applications.

  1. Specified purpose:

The personal data is being collected/processed for the purpose of verifying the identity of the applicant, establishing citizenship, and issuing passports.

  1. Lawful basis:

The Passport Service’s legal basis for processing the personal data of applicants is provided for by the Passports Act 2008, as amended.  The Passport Service has also identified Article 6(1)(e) of the GDPR and Section 38(1)(a) of the Data Protection Act 2018 as lawful bases for processing personal data.

  1. Recipients:

The Department of Foreign Affairs and Trade will receive the personal data for the purpose of verifying the identity of the applicant, establishing citizenship and issuing passports.

  1. Transferred outside the EU:

No data is transferred outside the EU.

  1. Retention Period:

The data collected for this purpose will be held by the Department only as long as there is a business need to do so in line with the purpose(s) for which it was collected. In the case of passport issuance, the data will be held for the validity of the passport plus five years. After this time it will be marked for destruction and will be destroyed in line with internal guidelines or guidelines for destruction received from the National Archives Office.

  1. Data provision being statutory or contractual obligation:

The data provided for the purpose of issuing a passport is being requested under the requirements of Section 8(1) of the Passport Act 2008, as amended, and if the citizen chooses not to provide this information their application for a passport cannot proceed. The Minister of Foreign Affairs retains the right to ask for additional documentation as per Section 7(2) of the Passports Act 2008, as amended.

  1. Automated Decision Making:

No automated decision making is carried out during the process.

  1. Information from Third Party:

In order to satisfy the conditions set out in Section 7(1) of the Passports Act 2008 with regards to the identity of an applicant for a passport, the Passport Service may verify personal data provided by an applicant with other public authorities including against the public service identity (PSI) dataset. 

The PSI dataset is defined in Section 262 of the Social Welfare Consolidation Act 2005 (as amended).  The PSI dataset includes:

  • Personal Public Service (PPS) Number
  • Surname
  • Forename
  • Date of birth
  • Place of birth
  • Sex
  • All former surnames (if any)
  • All former surnames (if any) of his or her mother
  • Address
  • Nationality
  • Photographic image
  • Signature
  • Date of Death, where relevant
  • Certificate of Death, where relevant
  1. Technical information on data collected:

Technical information on the cookies used on our Department’s website is available at the following link: Cookies Policy.