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Department for Infrastructure's privacy policy and retention schedule

Introduction

The Department for Infrastructure is registered as a 'Controller’ under the Data Protection (Jersey) Law 2018 as we collect and process personal information about you. We process and hold your information in order to provide public services, meet our statutory obligations or to take steps to enter into or perform a contract to which you are a party. This notice explains how we use and share your information. Information may be collected on a paper or online form, via CCTV, by telephone, email, or by a member of our staff, or in some cases, by another States 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.

Retention Schedule

Department for Infrastructure Retention Schedule

What information we collect about you

We collect a variety of information about you, including but not limited to:

  • name
  • address
  • telephone number
  • email address
  • gender
  • health information
  • CCTV footage

Why we collect information about you

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

Driving Vehicle Standards

  • maintain our vehicle registration register
  • carry out our duties as licencing authority for driver licencing
  • regulate and licence public service vehicles and drivers
  • maintain a register of approved driving instructors
  • conduct driver testing and theory examinations for licence issue
  • carrying out inspections/examinations of vehicles
  • investigate reports of defective vehicles

Energy from Waste

  • be able to contact the companies and vehicles owners using our sites
  • manage site movements and activities
  • maintain compliance with Health and Safety Laws
  • manage breaches of our Waste Acceptance Criteria
  • record customer compliments and investigate and respond to customer complaints
  • process insurance claims and recover costs in relation to site incidents 
  • monitor and report non-acceptable site activities

Health and Safety

  • maintain compliance with Health and Safety Laws
  • investigate complaints and claims following incidents and accidents
  • collate accident and incident data
  • manage contractors and contracts in terms of health and safety legal compliance

Liquid Waste

  • maintain and manage emptying frequencies for tight tanks and soakaway systems
  • record property foul and surface water connections to mains drains
  • respond to your general enquiries regarding private pumping stations, conveyancing enquiries, etc

Property Maintenance and Estates 

  • ensure we can process payments for invoices submitted
  • ensure our contracts are administered in accordance with signed agreements
  • invoice tenants when rents are due for payment
  • contact tenants in the event of an emergency

Special Projects

  • engage and consult with you about large scale island projects
  • tender for and administer contracts, including payments
  • manage Health and Safety processes and practices

Municipal Services

  • ensure our contracts are administered in accordance with signed agreements
  • respond to your enquiries, compliments and complaints
  • process insurance claims in relation to road traffic collisions 
  • administer the Policing of Parks (Jersey) Regulations 2005

Parking Control

  • enforce parking infractions, including appeals
  • maintain the Sand Street ParkSmart and Disabled ParkSmart card register
  • maintain and operate permit schemes
  • administer event planning 
  • respond to your general enquiries, compliments and complaints
  • record and administer incidents or damage within a car park
  • administer vehicle impounds
  • administer parking dispensations within St Helier

Solid Waste

  • provide and manage waste, recycling and animal by-product services  
  • ensure our services are provided within the relevant Health & Safety guidelines
  • ensure security of our site
  • comply with relevant Licences, Laws and Animal Welfare Regulations

Transport

  • investigate concerns and complaints about the road network and provide you with a response and updates on actions
  • consider and evaluate requests for additions or changes to bus stop markings, or to waiting shelters at bus stops
  • advise on eligibility for senior citizens' or disabled persons' travel pass schemes
  • administer road work requests, issue permits, collect fees and carry out safety inspections

Highways and Infrastructure

  • to investigate concerns about highways and infrastructure
  • ensure our contracts are administered in accordance with signed agreements
  • manage claims; investigate and respond to complaints 

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 carry out the service you have requested, and to monitor and improve our performance in responding to your service request
  • to ensure that we meet our legal obligations
  • where necessary for our law enforcement functions
  • to prevent and detect crime
  • to process financial transactions including grants or payment of benefits
  • to invoice tenants and customers
  • where necessary to protect individuals from harm or injury
  • to allow the statistical analysis of data so we can plan the provision of services
  • for the purposes of communication and consultation or feedback

 

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 States of Jersey, other than those who either process information on our behalf, 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.

Our Driving and Vehicles Standards Section does process anonymised personal data overseas using a web service that is hosted outside the European Economic Area ('EEA'), in accordance with standard contractual clauses issued by the European Commission. 

Data Sharing

We may need to pass your information to other States of Jersey (SOJ) 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. 

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; for the purposes of meeting statutory obligations; or to prevent risk of harm to an individual, etc.

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 website and/or in the Jersey Gazette for the following reasons:

Where we are required to provide statistical information about a group of people; although your data will be anonymised to protect your identity.

Where you have responded to a public consultation, although your comments will be anonymised to protect your identity.

We will not publish any of your sensitive personal information unless there is a requirement for us to do so in order to carry out our statutory functions.

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 top 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 the Department for Infrastructure 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 can 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 is 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. 

However where our records are not held in a way that easily identifies you, for example a land registry, we may not be able to provide you with a copy of your information, although we will do everything we can to comply with your request.

Complaints

If you have an enquiry or concern regarding how the Department for Infrastrucure processes your personal data you can:

You can also complain to the Information Commissioner about the way your information is being used by:

  • writing to Office of the Information Commissioner, One Liberty Place, Liberty Wharf, La Route De La Liberation, St Helier, Jersey, JE2 3NY


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