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Department for Education's privacy policy and retention schedule

Introduction​

The Department 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 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 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 schedules

Department for Education's retention schedules

Information we collect about you

We collect the following types of information about you:

  • name
  • address
  • telephone number
  • Email
  • bank account details
  • social security number
  • DOB
  • gender

Why we collect information about you

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

  • to communicate with you
  • verify you are who you say you are
  • investigate your complaint
  • answer your questions
  • handle your application
  • provide you with information you need
  • meet our statutory obligations
  • carry out the service you have requested, and to monitor and improve our performance in responding to your service request
  • 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
  • where necessary to protect individuals from harm or injury
  • to allow the statistical analysis of data so we can plan the provision of services

How we use information about you

We will use the information you provide in a manner that conforms to the Data Protection (Jersey) Law 2018.

We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances the law sets the length of time information has to be kept. Please ask to see our retention schedules for more detail about how long we retain your information.

We may not be able to provide you with a service unless we have enough information or your permission to use that 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, and we will only do so, where possible, after we have ensured that sufficient steps have been taken by the recipient to protect your personal 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 unless there are exceptional reasons not to do so.

We do not process your information overseas using web services that are hosted outside the European Economic Area.  Children’s data is uploaded to the MiS (Sims Database) via schools that is hosted in the European Union.

Data Sharing

The Department of Education 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 and meet our statutory obligations.

We share data with the following organisations;

  • departments within the States of Jersey (A)
  • the Police (B)
  • Health Services included CAMHS, MASH, MARAC and JMAPPA (C)
  • Schools and Jersey Youth Service (D)

Reasons why we share data within the States of Jersey:

  • (A) for statutory obligations, for verification purposes, to provide you with the information you need, to answer your query, to approve financial transactions of bursaries; to allow the statistical analysis of data so we can plan the provision of services; To ensure that we meet our legal obligations
  • (B) to prevent and detect crime; for statutory obligations, where necessary to protect individuals from harm or injury; where necessary for our law enforcement functions
  • (C)  for statutory obligations, to ensure that we meet our legal obligations; where necessary to protect individuals from harm or injury; provide you with information you need
  • (D)  for statutory obligations, to ensure that we meet our legal obligations; where necessary to protect individuals from harm or injury; provide you with information you need; carry out the service you have requested, and to monitor and improve our performance in responding to your service request

These departments and organisations are obliged to keep your details securely, and only use your information for the purposes of processing your service request. 

We may disclose information to other departments where it is necessary, either to comply with a legal obligation, or where permitted 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 the purposes of meeting statutory obligations
  • or to prevent risk of harm to an individual, etc

We continually review and update our sharing agreements to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.

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 by law to publicise certain information, for example anonymised examination results
  • in the interests of demonstrating a fair and transparent decision making process, for example school admissions, appeals procedure
  • where we are required to provide statistical information about a group of people; although your data will be anonymised to protect your identify
  • 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. 

E-Mails 

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.

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.

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.

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 the few instances when you have given your consent to process your information, 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.

Should you wish to withdraw any consent provided please email EdCompliance@gov.je

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 data on our behalf

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 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. 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 the States of Jersey processing your personal data you can:

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

  • calling +44 (0) 1534 716530
  • 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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