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Department for the Economy privacy notice and retention schedule

This privacy notice covers the services within the Department for the Economy other than CERT and Locate Jersey. See separate Privacy Notices for CERT and Locate Jersey.

The Department for the Economy is registered as a 'Controller' under the Data Protection (Jersey) Law 2018 (the "Data Protection Law"), as we determine the purpose and means of the processing of the personal information collected about you for this service.

As a Government Department, we generally process and hold your information in order to provide public services and meet our statutory obligations. This notice explains in more detail how we use and share your information in order to provide the service described above.

We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.

How we collect information about you

Information about you will, in most cases, be collected directly from you. This may be done in any of the following ways:

  • by you completing an online survey
  • by you telephoning, mailing or emailing us directly

In some cases, we may collect information about you from another Government of Jersey department or from the following third parties with which we interact to deliver our duties:

  • Jersey Business Ltd
  • Jersey Financial Services Commission
  • Digital Jersey Ltd
  • Jersey Finance Ltd

Types of information we collect

The types of personal data collected will vary depending on what information you volunteer and the information we need in each circumstance. However, we have listed below the most common categories of information we may collect about you:

  • contact details:
    • name
    • address
    • phone number
    • mobile phone number
    • email address
  • financial details, for example bank account details for claimants for Government support schemes administered through the department
  • organisation details, for example name of your organisation, Job title or role, responsibilities within organisation, business year end accounts for those organisations who are required to submit as claimants of Government support schemes, or grant receivers that are administered through the department
  • publicly available information, for example information collated from public reports and data feeds, which may include information on individuals
  • preferences, for example dietary requirements, opinions or views
  • voluntary information, for example unsolicited information you may provide to us when you engage with us

How we will use the information about you

We need to collect and hold information about you, in order to carry out the public functions of the Department for the Economy. Our legal basis for processing personal data in most cases is that it is necessary for the exercise of the Department for the Economy's function of the States or any public authority (Schedule 2 para 4(c) of the Data Protection Law).

We have set out in further detail below why we use your personal data in each instance. 

​Purpose
​Legal Basis
​Data used

Answer your query or investigate your complaint or manage our relationship with you.

 

Public functions: The processing is necessary for the exercise of any function of Crown, the States or any public authority (Data Protection (Jersey) Law 2018, Schedule 2, paragraph 4b)

Contact Details; Organisation Details; Voluntary Information

Process and manage financial transactions including grants and subsidies, meeting the requirements of the Public Finances manual.

Public functions: The processing is necessary for the exercise of any function of Crown, the States or any public authority (Data Protection (Jersey) Law 2018, Schedule 2, paragraph 4b)

Financial Details

Tailor events to meet your dietary requirements, carry out the service you have requested, and to monitor and improve our performance in responding to your service requests

Public functions: The processing is necessary for the exercise of any function of Crown, the States or any public authority (Data Protection (Jersey) Law 2018, Schedule 2, paragraph 4b)

Contact Details; Preferences

Allow the statistical analysis of data so we can amend and adapt our policies and procedures and plan the provision of future services, develop policy and legislation. Analyse and communicate stakeholder views for those purposes.

 

Public functions: The processing is necessary for the exercise of any function of Crown, the States or any public authority (Data Protection (Jersey) Law 2018, Schedule 2, paragraph 4b)

Contact details; Organisation details; Voluntary Information

 

Who we share your personal information with

Other data controllers

We may need to pass your information to other Government of Jersey Departments (e.g. Treasury and Exchequer to process payments) or the following organisations in order to fulfil the purposes stated above:

  • Government's Data Protection Officer
  • Jersey Office of the Information Commissioner
  • Jersey Business
  • Jersey Financial Services Commission
  • States of Jersey Police

We may also disclose information to other public authorities where it is necessary, either to comply with a legal obligation, or where required under other legislation. Examples of this include, but are not limited to: where the disclosure is necessary for the purposes of the prevention and/or detection of crime; for national security purposes; for the purposes of meeting statutory obligations; or to prevent risk of harm to an individual.

In some instances, this data sharing may require us to transfer your personal data outside Jersey and the EEA, however, we shall only do this with the necessary safeguards in place and where it is lawful. For details of the safeguards we rely on if we do this, please contact the Department of the Economy's Data Governance Officer.

Service providers

Your personal data may be processed on our behalf by certain third parties who provide service to us, so that they can provide those services. We have strict contracts in place with these service providers to ensure they process your data only on our instructions and with appropriate security safeguards in place. The categories of third parties who may receive your personal data in order to provide us with a service are:

  • email and data storage providers such as Microsoft
  • IT support or security service providers such as Prosperity 24/7
  • automated email providers such as DotDigital
  • online Survey providers such as SmartSurvey

At no time will your information be passed to organisations for marketing or sales purposes or for any commercial use without your prior express consent.

Publication of your information

We may need to publish your information on our Gov.je website for the following reasons:

  • we are required by law to publicise certain information, for example publication of the awards of grants in the GoJ accounts
  • where we are required to provide statistical information about a group of people; in such circumstances  your data will be anonymised to protect your identity
  • where you have responded to a consultation and have granted express permission to publish your information in a private capacity or on behalf of an organisation – views and connection with the organisation may be attributed

How long we store the information about you

We will keep your information accurate and up to date and not keep it for longer than is necessary in order to carry out the public functions for the Department for the Economy.  Please ask to see our retention schedule for more detail about how long we retain your information.

Where we store the information about you

Government of Jersey systems store data in Jersey, the UK and the European Union. The UK has been granted adequacy status by the European Commission and personal data stored there will be protected to the same standards as personal data held in Jersey and the EU.

Statutory or contractual obligations to provide personal data

You are not obliged by any law or contract to provide us with your personal data. However, if you choose not to provide certain information when requested, we may not be able to perform the service you have requested, including the processing of grants or we may be prevented from complying with our legal obligation. For example, if you are not willing for your personal data to be published in relation to a grant application, then we are not able to process your application.

Your rights

Your personal data rights (how to delete, correct, restrict and move) for details of your rights under the Data Protection Law and how to exercise them.

Contact details

If you wish to contact the Department in relation to this Privacy Notice, contact the Data Governance Officer at Economy@gov.je.

Complaints

If you have an enquiry or concern regarding processing your personal data you can contact the Central Data Protection Unit at DPU@gov.je.

If you wish to make a complaint about how your personal data is processed, you can contact the Government's Data Protection Officer at DPO@gov.je.

If you believe that the Department for the Economy has contravened the Data Protection Law and the contravention affects your data protection rights, you have the right to make a complaint at any time to the Jersey Office of the Information Commissioner (JOIC).

We would, however, appreciate the chance to deal with your concerns before you approach the JOIC, so please contact the DPO in the first instance.

Retention schedule

Under the Public Records (Jersey) Law 2002 each department must produce a schedule for the records they hold. This schedule shows the retention period of each record (how long it is held for), if the record is archival (holds historic value), the disposal action for the record, and any further notes about the handling of the record.  

Department for the Economy retention schedule

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