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Driver and Vehicle Standards' privacy policy and retention schedule

​Introduction

DVS is part of the Department for Infrastructure who are registered as a ‘data controller’ under the Data Protection (Jersey) Law 2018. (Ref: 16731)  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 or one of the Parishes.

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:

  • name
  • address
  • telephone number
  • email address
  • gender
  • date of birth
  • health information
  • financial information
  • vehicle registration number
  • details of motoring or parking offences

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

  • maintain our vehicle registration register in accordance with the Motor Vehicle Registration (Jersey) Law 1993
  • carry out our duties as licencing authority for driver licencing as set out in the Road Traffic (Jersey) Law 1956
  • 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

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 services you have requested: Motoring on gov.je
  • answer your query and investigate complaints relating to our service provision and standards
  • to ensure that we meet our legal obligations
  • to assist other Government Departments and Organisations, such as the States of Jersey Police or local and UK/EU debt collection companies, in meeting their legal obligations; in particular for the prevention, investigation and detection of crime (including parking infringements)
  • to process financial transactions (where charges apply)
  • for internal statistical analysis of data so we can plan the provision of services

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 another 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.  Copies of our data sharing and processing agreements are available for you to view upon request. 

Data Processing

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

​Organisation​Reason for processing
Teleologica Ltd​Software supplier for our Driving Licencing system
ELEKS Software Ltd​Provision of system support for our Driving Licencing and Vehicle Registration systems
C5 Alliance​Provision of support for our Content Management, and Driving Theory and Test Booking systems
Jersey School of Motoring​Provision of our Motorcycle compulsary basic training cours

Information processed outside of the European Economic Area ('EEA')

Our Vehicle Registration and Licensing systems are web based and hosted on Island. Personal data held within the systems is anonymised prior to transfer to the contractor for support servicing and testing.  This support service is based in the Ukraine, and all data is processed in accordance with standard contractual clauses issued by the European Commission.

Data sharing

We may need to pass your information to other Government of Jersey (GOJ) departments or organisations in order to assist them in meetings their legal obligations. These departments and organisations are obliged to keep your details securely, and only use your information for specific purposes.  Copies of our data sharing and processing agreements with these department are available for you to view upon request. A list of which Government departments we need to share your information with is set out in the table below:

​Organisation​Reason for sharingLegal Basis
​States of Jersey Police​• prevention, investigation and detection of crime
• apprehension of a person that may have committed and offence

• ​Police Procedures and Criminal Evidence (Jersey) Law 2003

• Road Traffic (Jersey) Law 1956

• Motor Vehicle Registration (Jersey) Law 1993

• Motor Vehicle (Construction & Use) (Jersey) Order 1998

• Motor Traffic (Taxi-Cabs-General) (Jersey) Oder 2002

​Customs and Immigration​• prevention, investigation and detection of crime

​• Customs and Excise (Import and Export Control) (Jersey) Order 2006

• Customs and Excise (Jersey) Law 1999

​Parishes​• administration and issuing of driving licenses
• identification of abandoned vehicles
• parking and driving infringements

• Motor Vehicle Registration (Jersey) Law 1993

• Road Traffic (Jersey) Law 1956

• Road Traffic (Removal of Vehicles) (Jersey) Order 1963

• Motor Vehicles (Removal from Private Land) (Jersey) Regulations 2019.

​Viscounts

• identify vehicles owned by a deceased person as part of management of their estate
• enforcement duties in the event of a registered keeper being declared “en desastre” or the declaration of “saisie judiciaire”

​• Motor Vehicle Registration (General Provisions) (Jersey) Law 1993

• Bankruptcy (Desastre) (Jersey) Law 1990

• Proceeds of Crime (Jersey) Law 1990

​Car Parks​• identification of abandoned vehicles
• parking infringements
​• Motor Vehicle Registration (General Provisions) (Jersey) Order 1993
​Planning Compliance​• control the import of motor homes or campervans
• identification of abandoned vehicles
​• Planning and Building (Jersey) Law 2002
​Environmental Protection​• prevention, investigation and detection of crime
• apprehension of a person that may have committed and offence

• Motor Vehicle (Construction & Use) (Jersey) Order 1998

• Motor Vehicle Registration (General Provisions) (Jersey) Order 1993

• Pesticides (Jersey) Law 1991

• Waste Management (Jersey) Law 2005

• Statutory Nuisance (Jersey) Law 1999 

• Water Pollution (Jersey) Law 2000

​Andium Homes​• identification of abandoned vehicles on sites administered by Andium
• unauthorised parking on sites administered by Andium

​• Removal of Vehicles (Private Land) (Jersey) Regulations 2016 

• Motor Vehicles (Removal from Private Land) (Jersey) Law 201- adopted by the States of Jersey on 20 November 2018

​Ports of Jersey

​• identification of abandoned vehicles on sites owned or administered by the Ports of Jersey
• unauthorised parking on sites owned or administered by Ports of Jersey

​• Motor Vehicle Registration (General Provisions) (Jersey) Order 1993

• Aerodromes (Jersey) Regulations 1965

• Motor Traffic (Third Party Insurance) (Jersey) Law 1948

• Harbours (Jersey) Regulations 1962






Other forms of sharing

We use a system that is shared with the Island’s Parishes for the purposes of recording driving licensing and information about driving convictions.  This requirement is set out in the Road Traffic (Jersey) Law 1956 – Specifically Articles 4 - 18 inclusive. Whilst this system is also used to record practical and theory driving test data the parishes are unable to access this part of your information. 

We are also required under Article 19 (2) of the Motor Vehicle Registration (General Provisions) (Jersey) Order 1993 to provide the names and addresses of vehicle owners to persons or organisations who able to demonstrate a reasonable cause for us to do so.  Examples of ‘reasonable cause’ are where your vehicle is parked on private land and the landowner wishes to contact you to ask you to remove it; or where you have failed to pay a parking charge or committed an offence when your vehicle has been used outside of the Island.

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 the Department of the Environment 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

Driver and Vehicle Standards 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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