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Probation and After-Care Service's privacy policy and retention schedule

The Jersey Probation and After-Care Service (JPACS) exists to provide the Parishes, Courts and Prisons with a high quality information service and to supervise those offenders entrusted to it in order to reduce re-offending, allow restitution and protect the public.

In family proceedings and other matters concerning children, the Jersey Family Court Advisory Service serves the Royal Court by providing reports and advice, which represent the best interests of the child.

This document explains how the JPACS obtains, holds, uses and discloses information about people, the steps we take to ensure that it is protected, and also describes the rights individuals have in regard to the personal data handled by us.

The JPACS takes its responsibilities under the Data Protection (Jersey) Law 2018 and the Data Protection Authority (Jersey) Law 2018 very seriously and takes great care to ensure that personal data is handled appropriately in order to secure and maintain individuals' trust and confidence in the service.

Whose information do we collect?

In order to carry out the full extent of our role JPACS may obtain, use and at times disclose personal data that has been gathered from a range of people and sources. This may include:

  • paid staff and volunteers
  • suppliers with whom JPACS does business or has a contract with
  • complainants, correspondents and enquirers
  • offenders, family members, relatives etc
  • victims
  • advocates & advisors
  • other professionals for safeguarding and public protection purposes
  • children and young people, parents and family members working with Jersey Family Court Advisory Service as part of either private or public court cases
  • clients who access the service  on a voluntary basis

What information do we collect about you and why?

JPACS handles a wide range of personal data which may identify a person directly or indirectly. This may include but is not limited to:

  • personal details such as name, address, race, ethnicity, religion and biographical details
  • family, lifestyle and social circumstances
  • relationships
  • education, Employment and Training details
  • medical background
  • personal finances
  • criminal  records
  • asessments about risk of offending and harm

JPACS will only use the minimum personal data necessary to fulfil a particular purpose or purposes.

We collect this information to allow us to carry out our public function of providing a social  work service for the Criminal and Family Courts. Our criminal  justice work involves the assessment and supervision of offenders in the community and prisons.

Our duties to the Family Court involve working with a range of family members  and giving a voice to children and young people who are the subject of court proceedings. Throughout our work we have a duty to safeguard and protect all members of the community.

Receiving and exchanging information and how will it be used?

JPACS receives and processes information from a wide variety of sources to allow us to carry out our role in advising the courts, supervising clients and safeguarding the community. These may include but are not limited to:

  • The Royal or Magistrates Courts
  • HMP La Moye, States of Jersey Police an Customs and Immigration
  • other States of Jersey Departments including:
    • Health and Social Services
    • Education
    • Social Security
    • Youth Service
  • other Jersey agencies including:
    • The Housing Gateway and Housing Trusts
    • Family Nursing and Home Care
    • Shelter Trust
    • Faith communities
  • GP and other involved medical professionals
  • legal representatives
  • public protection forums eg Jersey's Multi-agency Public Protection Arrangements, Multi Agency Risk Assessment Conference
  • private or community sector organisations involved in the criminal justice or child welfare system
  • the individual themselves, their family and friends
  • employers
  • suppliers of goods and services
  • States of Jersey employees
  • courts, probation and prison services outside of Jersey
  • welfare agencies outside of Jersey

JPACS uses CCTV within and outside its premises at Lempriere Street. This is for security purposes and is monitored by Magistrates Court staff. Recordings are retained for three weeks before being destroyed.

See the JPACS website for service privacy notice and highlights the use of cookies. These are small  text files that are placed on your machine to help the site provide a better user experience. As a rule, cookies will make your browsing experience better.

However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all browsers.

What is our legal basis for processing your personal data?

JPACS' processing of your personal information is necessary to ensure we comply with our legal obligations and to enable us to perform tasks carried out in the public interest.

In any other situation JPACS will seek your clear and explicit consent before doing so.

More information relating to conditions for processing can be found on the Information Commissioners website or by contacting JPACS Data Champion.

Any transfers to third countries and the safeguards in place

It is not envisaged that personal data will be transferred outside of the EU.

Security of your information

JPACS understands that your personal information is important and often sensitive. All information is held on our secure electronic case management system or on our wider JPACS computer system. We try to work without paper files but where we have them they are stored securely on our premises or in the Jersey Archive.

When we need to exchange sensitive information outside of the States of Jersey system we will do so either by secure postal services or electronically via Egress Switch secure email. This ensures that only those with the right to view the information can access it.

How long will your information be held?

JPACS will retain your personal data for no longer than is necessary to meet the purposes for which it has been collected.

Depending on why we are working together and the nature of the information we have gathered this period of time may vary.

For further information contact the Data Champion or consult our published retention schedules available on the Probation and After-Care Service website.

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 the States of Jersey processing your personal data you can:

  • call +44 (0) 1534 440107
  • email the Data Protection Team
  • write to The Data Protection Team, Cyril Le Marquand House, The Parade, St Helier, Jersey, JE4 8QT

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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