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Land Resource Management's privacy policy and retention schedule

Introduction

Land Resource Management are part of the Natural Environment Group of Infrastructure, Housing and Environment (IHE).  IHE are registered as a ‘data controller’ under the Data Protection (Jersey) Law 2018 (Ref number 15801) as we collect and process personal information about you.

We process and hold your information in order to provide public services and meet our statutory obligations. This notice explains how we use and share your information. Information may be collected on a paper or online form, by telephone, email, or by a member of our staff, or in some cases, by another Government department.

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.

What information we collect about you

We collect a variety of information about you, including:

  • your name
  • postal address
  • telephone number
  • e-mail address
  • your field number
  • business, organisation and agent details
  • your position within a business or organisation
  • details of your membership with professional bodies and societies
  • maps showing the location of areas to be accessed on your land
  • your land ownership details
  • any previous licence or permit numbers
  • signature
  • criminal offences relating to wildlife and animal welfare
  • animal microchip numbers / bird / bat rings / transponder / identification tags
  • details of your friends / loved ones, should you wish to create memorial
  • details of any new or existing project proposals, grant requests or licenced activities you wish to undertake
  • your firearm certificate number
  • your ecology project details
  • your qualifications and experience
  • your wildlife sightings

We need to collect and hold information about you, in order to:

  • manage and regulate the issue of licenses and permits for:
      • carrying out activities relating to conservation, research and education of protected species
      • capturing, translocating and releasing protected species into the wild
      • control of herring gull, pheasant and wild birds
      • surveying bats roosts
      • protecting wild birds and animals
      • holding organised events or carrying out research on a Natural Site or Site of Special Interest
  • carry out various wildlife programmes (eg: Jersey Butterfly Monitoring Scheme, PondWatchJE, etc..) 
  • maintain a list of ecological consultants and volunteers available to help us with our various wildlife programmes
  • conserve our natural environment and monitor protected wildlife
  • manage and regulate the placement of memorial benches or plaques on public land
  • manage and regulate equipment loaned to you by the department and ensure appropriate insurance cover
  • obtain landowners consent for ecological surveys and research on their land
  • manage and regulate which parties are entitled to receive a grant for ecology projects
  • evaluate applications for a role as Trustee of the Jersey Ecology fund

How we will use the information we hold about you

We will use the information you provide in a manner that conforms to the Data Protection (Jersey) Law 2018 and endeavour to keep your information accurate and up to date. We will process your information for the following purposes:

  • to verify your experience and suitability to be granted a specific licence or permit
  • to verify ownership of land and obtain permission for its use for a specified purpose
  • where necessary for insurance claims
  • to review proposals to update the legislated protected species list
  • to allow the statistical analysis of data to ensure the protection of the natural environment and adhere to international reporting requirements
  • to contact you in relation to the wildlife programmes that you have specified an interest in volunteering for
  • where necessary for our law enforcement functions under the Conservation of Wildlife (Jersey) Law 2000, Planning and Building (Jersey) Law 2002 or the Animal Welfare (Jersey) Law 2004

We may not be able to provide you with a service unless we have enough information or your permission to use your information.

We will not pass any personal data on to anyone outside of the Government of Jersey, other than to those who either process information on our behalf, or where we are required to assist other organisations in fulfilling their legal obligations or because of a legal requirement.  We will only do this, where possible, after we have ensured that sufficient steps have been taken by the recipient to protect your personal data and where necessary we will ensure that the recipient has signed a data sharing agreement.  A data sharing agreement sets out the purpose of the sharing and the rules that must be followed when processing your data.  

We will not disclose any information that you provide ‘in confidence’, to anyone else without your permission, except in the few situations where disclosure is required by law, or where we have good reason to believe that failing to share the information would put someone else at risk. You will be told about this.

Data Processing

We use the following organisations to process information on our behalf.

​Organisation​Reason for sharing
C5​Support and maintenance of the register of Sites of Special Interest
​Bat Conservation Trust (BCT)​Collection, analysis and feedback of local data by national organisation for conservation purposes
​Amphibian and Reptile Conservation Trust (ARC)​Collection, analysis and feedback of local data by national organisation for conservation purposes
​UK Butterfly Monitoring Scheme (UKBMS)​Collection, analysis and feedback of local data by national organisation for conservation purposes
Jersey Biodiversity Centre (JBC)​Collection, storage and analysis of local volunteer data for conservation purposes

Information processed outside of the European Economic Area (‘EEA’)

We do not currently process any personal data overseas using web services that are hosted outside the European Economic Area.

Data sharing

We may need to pass your information to other Government of Jersey (GOJ) departments or organisations to fulfil your request for a service. These departments and organisations are obliged to keep your details securely, and only use your information for the purposes of processing your service request. 

​Organisation​Reason for sharing​Legal Basis
​ Bat Conservation Trust (BCT)

​Carry out analysis of research data and provide feedback to volunteers.

To meet Jersey's international environmental obligations and local strategic policies such as Jersey Biodiversity Strategy

​Conservation of Wildlife (Jersey) Law 2000 (as amended)
​Amphibian and Reptile Conservation Trust (ARC)

​Carry out analysis of research data and provide feedback to volunteers

To meet Jersey's international environmental obligations and local strategic policies such as the Jersey Biodiversity Strategy

​Conservation of Wildlife (Jersey) Law 2000 (as amended)
​UK Butterfly Monitoring Scheme (UKBMS)​Jersey BMS is part of UKBMS, volunteers names are input against their monitoring data into the Indicia database which can be accessed by Jersey BMS and the UKBMS   ​Consent

​Experts regarding protected species, research methods and equipment

For example BCT, ARCUK (Amphibian and Reptile Conservation), RSPB (Royal Society for the protection of birds), BTO (British Trust of Ornithology), Societe Jersiase

​To ensure the protection of species​Conservation of Wildlife (Jersey) Law 2000 (as amended)
​IHE ‘s Insurance providers

To make claims if:

  • a volunteer is injured while carrying out an ecological survey on private land
  • our loaned equipment is damaged
​Consent
​Jersey Biodiversity Centre (JBC)

​Various wildlife information collected by volunteers provided to JBC for their database.

Amphibian and reptile current data records are submitted directly to the JBC database.  Historical data is in the process of being transferred JBC database.

​Consent
​Amphibian and Reptile Groups of the UK

​Jersey Amphibian and Reptile Group (JARG) are affiliate with this UK charity. 

Information regarding a volunteer may be shared with UK charity if an insurance claim needs to be submitted

​Consent
​IHE’s Regulation – Building and Planning control​For events taking place on a Sites of Special Interest​Planning and Building (Jersey) Law 2002
Part 6, Chapter 1 – Sites of Special Interest
​Professional Memberships eg CIEEM, NPTA (National Pest Technicians Association)​To establish and verify your membership status ​Conservation of Wildlife (Jersey) Law 2000 (as amended)

Other forms of sharing

If we need to disclose any sensitive or confidential information about you, we will only do so if absolutely necessary or once we have obtained your consent where appropriate or unless we are legally required to do so. 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 or for the purposes of meeting statutory obligations.

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.

Data Security

We have put appropriate security measures in place to prevent your personal data from being used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a legal or legitimate business need to know.

All of our staff have received training on data protection awareness and security. We have procedures in place to deal with any suspected personal data breach and will notify you and the Office of the Information Commissioner of any breach where we are legally required to do so.

Publication of your information

We may need to publish your information on our website where we are required to provide statistical information or where you have responded to a public consultation; although your data will be anonymised to protect your identity.

How long we keep information about you

We will endeavour not to keep your information for longer than is necessary. In some instances the law sets the length of time information has to be kept. Our retention schedules are available for you to view at the bottom of this page. These set out what information we hold, how long we plan to keep it for and what we plan to do with it at the end of its lifecycle.

In some instances we will not be able to remove your data automatically from our files because of the limitations of some of our legacy processes and systems. There are also some instances where we are still working towards meeting the requirements set out in our retention schedules.

 If you are concerned about us continuing to hold your personal information you can contact us to ask that we remove the data immediately. We will always seek to comply with your request but we may require further information from you to be able to locate your data or we may still be required to continue to hold or process your information in order to comply with a legal requirement.

Telephone calls

We do not record or monitor any telephone calls you make to us using recording equipment, although if you leave a message on our voicemail systems your message will be kept until we are able to return your call or make a note of your message. File notes of when and why you called may be taken for record keeping purposes. We will not pass on the content of your telephone calls, unless is it necessary for us to do so; either to fulfil your request for a service; to comply with a legal obligation, or where permitted under other legislation.

Emails

If you email us we may keep a record of your email address and a copy of the email for record keeping purposes. For security reasons we will not include any confidential information about you in any email we send to you. We would also suggest that you keep the amount of confidential information you send to us via email to a minimum or use our secure online services where possible or correspond with us by post. We will not share your email address or your email contents unless is it necessary for us to do so; either to fulfil your request for a service; to comply with a legal obligation, or where permitted under other legislation.

Your rights

You can ask us to stop processing your information

You have the right to request that we stop processing your personal data in relation to any of our services. However, this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request but we may be required to hold or process information to comply with a legal requirement.

You can withdraw your consent to the processing of your information

In instances where the processing of your information can only be carried out with your consent, you have the right to withdraw your consent to the further processing of your personal data.  However, this may cause delays or prevent us delivering a service to you. We will always seek to comply with your request but we may be required to hold or process your information in order to comply with a legal requirement.

You request that the processing of your personal data is restricted

You have the right to request that we restrict the processing of your personal information.  You can exercise this right in instances where you believe the information being processed in inaccurate, out of date, or there are no legitimate grounds for the processing. We will always seek to comply with your request but we may be required to continue to process your information in order to comply with a legal requirement.

You can ask us to correct or amend your information

You have the right to challenge the accuracy of the information we hold about you and request that it is corrected where necessary.  We will seek to ensure that corrections are made not only to the data that we hold but also any data held by other organisations/parties that process your data on our behalf.

You can ask us for a copy of the information we hold about you

You are legally entitled to request a list of, or a copy of any information that we hold about you. You can submit a subject access request (SAR) using our online form.

Retention Schedule

Land Resource Management's (formerly Natural Environment) retention schedule

Complaints

If you have an enquiry or concern regarding the Government of Jersey processing your personal data you can contact the Central Data Protection Unit.

You can also complain to the Jersey Office of the Information Commissioner about the way your information is being used.

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