Privacy Notice - Passport, Immigration and Nationality Office
Cabinet Office as Data controller
The Cabinet Office is a data controller for the purposes of the Data Protection Act 2018 and the GDPR and LED Implementing Regulations 2018.
The contact details for the Cabinet Office are:
Isle of Man Passport Office
Cabinet Office
Government Office
Bucks Road
Douglas
IM1 3PN
Tel: +44 1624 685208
Email: passports@gov.im
The Data Protection Officer for the Cabinet Office is:
CO Data Protection Officer
Cabinet Office
Bucks Road
Douglas
Isle of Man
IM1 3PN
Tel: +44 1624 686779
Email: DPO-CabOff@gov.im
How we will use the information we collect about you
Passports Privacy Notice
The information you provide to the Passport Office is used to:
- make a decision on your passport application
- help prevent and detect crime
- provide statistical analysis
- to assist with the training of Passport Officers
Sharing your information
The power to issue Isle of Man variant British passports is derived from the Royal Prerogative. The Passport Office has an obligation to check and verify the information you provide in your application. This may include checks of publicly available information but in some cases, where it is necessary and relevant, information you provide may be shared with third parties. This will only be done where there is an obligation to do so in accordance with Her Majesty’s Passport Office policy.
We will do this to allow us to:
- process and make a decision on your application
- verify the information and documentation you have provided is correct
- help prevent and detect crime (for example fraud, immigration offences)
Third parties include, for example:
- UK Home Office
- law enforcement agencies
- fraud prevention agencies
- the countersignatory you named on your application
- people linked to your passport application e.g. your partner/family
- people who can verify the information in your application
Information shared with third parties may not be used for any other purpose.
Protecting your information
The Isle of Man Passport Office will:
- keep your information safe and secure in line with our retention periods
- only share your information as detailed above
- only ask for what is needed
Your information will not be used for any purpose that is not connected to your passport application.
Get more details on data protection for individuals including how to request your information or how to complain about how your data has been handled.
Retention Periods
|
Application Type |
Retention Periods |
|---|---|
|
Passport Application in paper form with any documents given in support. |
Paper application including photograph and any relevant supporting documents are retained no longer than 6 months after the application has been scanned as an image to internal systems |
|
Scanned copy of paper passport applications |
30 Years from date of issue of passport |
|
Electronic Passport records held on Passport System Main Index) |
Retain for 80 years from date of issue |
|
Failed/withdrawn passport applications |
Up to 6 months from date of application |
|
LS01 form (paper) |
Retained for 28 days once scanned to HMPO database then destroyed |
|
Recovered passports sent to IOM Passport Office |
- If passport contains no evidence of fraud, it is cancelled on the passport system then physically and securely destroyed within 28 days - If passport contains evidence of fraud, it is retained for duration of any subsequent criminal investigation |
Immigration Privacy Notice
The information you provide to the Immigration Office is used to:
- make a decision on your visa application
- help prevent and detect crime
- provide statistical analysis of immigration in the Isle of Man
- to assist with the training of Immigration Officers
Sharing your information
Under the Immigration Act 1971 as extended to the Isle of Man by the Immigration (Isle of Man) Order 2008 the Immigration Office has an obligation to check and verify the information you provide in your application. This may include checks of publicly available information but in some cases, where it is necessary and relevant, information you provide may be shared with third parties. This will only be done where there is an obligation to do so in accordance with Her Majesty’s Passport Office policy.
We will do this to allow us to:
- process and make a decision on your application
- verify the information and documentation you have provided is correct
- help prevent and detect crime (for example fraud, immigration offences and money laundering)
Third parties include, for example:
- UK Home Office
- The Treasury, Income Tax Division
- Department of Health and Social Care
- Isle of Man Financial Supervision Authority
- Department of Economic Development
- law enforcement agencies
- fraud prevention agencies
- people whose visa application is linked to yours (for example your partner/family, if you’re travelling together)
- people who can verify the information in your application
Information shared with third parties may not be used for any other purpose.
Protecting your information
The Isle of Man Immigration Office will:
- keep your information safe and secure in line with our retention periods
- only share your information as detailed above
- only ask for what is needed
Your information will not be used for any purpose that is not connected to your immigration application.
Get more details on data protection for individuals including how to request your information or how to complain about how your data has been handled.
Retention Periods
| Application Type |
IOM Retention Periods |
|---|---|
| Visit visa applications | Not retained by Isle of Man Immigration |
| Tier 1 | 5 years and 6 months |
| Tier 2 (General) | 5 years and 6 months |
| Tier 2 (ICT) Short & Long Term | 5 years and 6 months |
| Isle of Man Worker Migrant | 5 years and 6 months |
| Isle of Man Worker ICT Migrant | 5 years and 6 months |
| Tier 4 | 6 months after grant of leave expires |
| Tier 5 | 6 months after grant of leave expires |
| Fiancé/Unmarried partner/spouse | 3 years and 6 months |
| Indefinite Leave to Remain (ILR) | 25 years or 6 months after naturalisation as British Citizen (if applied for) |
| NTL | 3 years |
| EEA Family | 3 years |
| EEA Permanent Residence | 3 years |
| NQ Form | 2 years |
| TOC | 3 years |
| Tier 4 Student – up to 6 months | 2 years |
| Tier 4 Student – longer than 6 months | 3 years |
| Refusals | 2 years from date of last action |
| Appeals | 2 years from date of last action |
| Enforcement files | 7 years from date of last action |
| Sponsor licence application | 1 year from date of expiry/revocation/cancellation |
| Certificate of Sponsorship Application | 1 year from date of expiry/revocation/cancellation |
| Confirmation of Acceptance of Studies Application | 1 year from date of expiry/revocation/cancellation |
Nationality Privacy Notice
The information you provide to the Nationality Office is used to:
- make a decision on your application for British nationality
- help prevent and detect crime
- provide statistical analysis of immigration in the Isle of Man
- to assist with the training of Nationality Officers
Sharing your information
Under the British Nationality Act 1981 as extended to the Isle of Man by the Immigration (Isle of Man) Order 2008 the Nationality Office has an obligation to check and verify the information you provide in your application. This may include checks of publicly available information but in some cases, where it is necessary and relevant, information you provide may be shared with third parties. This will only be done where there is an obligation to do so in accordance with Her Majesty’s Passport Office policy.
We will do this to allow us to:
- process and make a decision on your application
- verify the information and documentation you have provided is correct
- help prevent and detect crime (for example fraud, immigration offences and money laundering)
Third parties include, for example:
- UK Home Office
- The Treasury, Income Tax Division
- Department of Health and Social Care
- Isle of Man Financial Supervision Authority
- Department of Economic Development
- law enforcement agencies
- fraud prevention agencies
- people whose visa application is linked to yours (for example your partner/family, if you’re travelling together)
- people who can verify the information in your application
Information shared with third parties may not be used for any other purpose.
Protecting your information
The Isle of Man Nationality Office will:
- keep your information safe and secure in line with our retention periods
- only share your information as detailed above
- only ask for what is needed
Your information will not be used for any purpose that is not connected to your British nationality application.
Get more details on data protection for individuals including how to request your information or how to complain about how your data has been handled.
Retention Periods
| Application Type | IOM Retention Periods |
|---|---|
| Paper application forms | 25 Years from date of ceremony |
| Supporting financial documents | 28 days from date of ceremony |
| CCTV images of biometric enrolment process | 28 days from date of interview |
