People Services privacy policy

This privacy notice covers the People Services department. We are registered as a 'Controller' under the Data Protection (Jersey) Law 2018 (the "Data Protection Law"), registration number 56087, as we determine the purpose and means of the processing of the personal information collected about you for this service.

This notice explains in more detail how we use and share information relating to you (your "personal information") in order to provide the service described above.

We will review and update this privacy notice annually 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

Your personal information, in most cases will be collected directly from you. This may be done:

by you applying to work in a Jersey Public Service or States of Jersey Department
by accepting a contract of employment
through your employment life cycle
by completing or submitting an online form or survey in relation to your employment

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

Other government departments

Pensions and Tax (Treasury and Exchequer department)
Law Officers' Department (Legal)
Department in which you are employed
Customer Complaints and Compliments service

Third party suppliers

Occupational Health (provided by Axa for the Employee Assistance Programme (EAP) and Health Partners for Occupational Health)
external legal advisers (More information can be provided on request)
Disclosure and Barring Service and vetting clearances (Procius)
Staff Associations and Trade Unions
regulatory bodies (more information can be provided on request)
confidential services provided by a third-party supplier used as a means of logging whistle blowing or concerns in the workplace (more information can be provided on request)
any outplacement services which we may use during your employment lifecycle (more information can be provided on request
third party consultancy organisations contracted to work on behalf of the employer (such as recruitment consultants, external investigators, additional capacity to support change). More information can be provided on request

Types of information we collect

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

Recruitment and selection

Candidate Pack which contains relevant employment history such as dates of employment, roles and responsibilities, notice period. Education history, including qualifications and membership of professional bodies

Terms and conditions, reward, pensions, personal updates (as part of your personnel file)

contract of employment, job description, variations in terms and conditions during your employment lifecycle, updates to any payroll (e.g., banking details, tax, residential status)
on-going checks for safeguarding or registration purposes in regulated activity
benefits, expenses, and allowances
flexible working arrangements (formal and informal) and requests
changes to personal circumstances e.g., marriage, divorce, change of address
recruitment clearances

Sickness, absence and leave

absence history including sickness absence, medical certificates, requests for all leave e.g., special leave, unpaid, any occupational health or medical reports, parental leave

Learning and Development

any performance documentation, e.g., objectives, review meetings, accomplishments, achievements, support plan as part of a performance review
training and qualifications
funded professional qualification
learning agreement
statutory and mandatory training
other training for your role
induction or probation information
qualifications and skills

Case management

any workplace process including but not limited to disciplinary, grievance or attendance etc. will be used in case management (internal process), cases of employment tribunals or any case where the employer may need to use evidence to defend a claim
any live warnings including indefinite safeguarding, within the Retention Schedule for such information
file notes

Occupational health, safety and wellbeing

accident or injury at work documents
any records of specialist activity (e.g., training, immunizations, eye checks) or health surveillance required for you to undertake your duties. This will also include health clearances

Leavers

resignation or retirement notice, termination of employment, ill health retirement confirmation, payments owed to the employer or by the employer, compromise agreements, payroll information
agreed references

How we will use the information about you

We process and hold your information on behalf of the States Employment Board also to meet our obligations (but not limited to) the Employment of States of Jersey Employees (Jersey) Law 2005, Employment (Jersey) Law 2005, Employment Relations (Jersey) Law 2007. Health and Safety Law, Discrimination legislation. We also in some instances rely on your consent which you can withdraw.

Data collected	Used for	Legal Basis
Recruitment and selection	To provide us with relevant personal information about you in order for you to apply and secure roles in the Jersey Public Service.	As above
Terms and conditions, reward, pensions, personal updates	To provide you with contract(s) of employment and information relevant to your terms of employment with us. To allow us to maintain relevant and accurate records on your behalf	As above
Sickness, absence and leave	To process absence or leave information, and any related documents	As above
Learning and development	To hold your learning and development journey with us. To review and provide you with further learning opportunities relevant to your role or personal development.	As above
Case management	To hold and maintain a record of any case management processes you have been part of. This may also be used should we need to defend any employment / legal claims.	As above
Occupational health, safety and wellbeing	To hold information related to your health, safety and wellbeing whilst applying for and during your employment with us and in line with our retention schedule.	As above
Leavers	To process any information related to the end of your employment with us.	As above
Diversity, Equity and Inclusion Data (DEI)	This data will be used in aggregated anonymous form to promote fairness, inclusion, remove bias during recruitment, promotion, and employee lifecycle events (i.e., performance). The data is utilised for overall monitoring of employee accessibility improvements. This supports the avoidance of discrimination risks and provision of appropriate support systems to employees.	As above (with consent)

Who we may share your personal information with?

Other Data Controllers

We may need to pass your personal data to other Government of Jersey Data Controllers (including but not limited to Treasury and Exchequer and Digital Services) or the following organisations for the purposes stated above:

Central Data Protection Unit
The Government's Data Protection Officer
The Jersey Office of the Information Commissioner

We may also disclose information to other public authorities in other jurisdictions 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
safeguarding or national security purposes
for the purposes of meeting statutory obligations
to prevent risk of harm to an individual, for example safeguarding

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 in place. The categories of third parties who may receive your personal data in order to provide us with a service include:

Occupational health service providers
Third party technology suppliers for the administration of Government networks, communications, and security
Third party suppliers for the purpose of completing referance and clearing checking as part of the recruitment process
Third party suppliers for the purposes of the administration of surveys related to your employment
External consultancies for bespoke services, research, audit related to your employment or on behalf of the employer

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, and, in most cases, your personal data will be in an anonymised format and will only ever detail aggregated numbers and not individual personal information.

We specifically publish data in the Annual Report and Accounts for postholders who are on a personal contract (and reach the requirement under Public Finance Manual). These individuals will be made aware prior to any release of their personal data, the data being published and the reasons for publication.

Annual Report and Accounts
Freedom of Information Responses
States Assembly business
Auditors

How long do we store the information about you?

Where do we store the information about you?

Government of Jersey systems store data in Jersey, the UK, and the European Economic Area. 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.

Cookies and the gov.je website

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Statutory or contractual obligations to provide personal data

If you choose not to provide certain information when requested, we may not be able to perform the service you have requested, or we may be prevented from complying with our legal obligation.

Your rights

See your personal data rights for details of your rights under the Data Protection Law and how to exercise them.

Withdrawal of consent

We rely on your consent to hold some information on connect people and as part of your employment lifecycle. Where we rely on your consent to process certain personal data, you can withdraw your consent by contacting the Data Governance officer at DPHR@gov.je.

You may also withdraw your consent or seek to have data updated or purged by contacting People and Corporate Services through the AskHR function within the Connect People System.

Contact details

If you wish to contact the Department in relation to this privacy notice, contact the Data Governance Officer at DPHR@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 People Services have 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 Jersey Office of the Information Commissioner, so please contact the Data Protection Officer in the first instance.

Changes to this Notice

We may, from time to time, revise this privacy policy to ensure it remains up to date. It is advisable to check it regularly to keep aware of any changes.

This version was last updated in April 2025.