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States Greffe's privacy policy and retention schedule

The States Greffe 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.

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 do we collect about you?

We collect the following types of information about you:

  • your name
  • your address
  • your telephone number
  • your email address
  • your interactions with Scrutiny Panels and the Public Accounts Committee, including review submissions, topic proposals or questions
  • your responses to public consultations
  • complaints you submit under the Administrative Decisions Review (Jersey) Law 1982
  • complaints you submit in relation to the code of conduct of States members
  • your feedback and queries

Why do we collect information about you?

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

  • stay in touch with you
  • allow you to contribute to Scrutiny and/or Public Accounts Committee reviews and other consultations we may publish
  • investigate complaints you submit under the Administrative Decisions Review (Jersey) Law
  • investigate complaints you submit in relation to the code of conduct of States members
  • answer your queries
  • use your feedback to improve our service

How will we use the 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. 

Data Sharing

We may need to pass your information to other States of Jersey (SOJ) departments, to professional advisors that have been engaged for a specific Scrutiny or Public Accounts Committee review, to members of the States of Jersey Complaints Board if we are investigating a complaint on your behalf or to the Commissioner for Standards if we are investigating a complaint on your behalf in relation to the code of conduct of States members. 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.

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 publish your information on our website for the following reasons:

  • where you have responded to a public consultation
  • where you have interacted with a Scrutiny Panel or the Public Accounts Committee
  • where the States of Jersey Complaints Board has presented a report on your complaint to the States Assembly (if a Complaints Board Hearing contains personal information about you, your name will be anonymised)
  • where the Privileges and Procedures Committee has presented a report by the Commissioner for Standards on your complaint about a States member to the States Assembly (your name will be anonymised)

If you wish your name not to be included when we publish your submissions, responses, questions or topic suggestions, please let us know at the time of your submission. In accordance with the Code of Practice for Scrutiny Panels and the Public Accounts Committee (PAC), anonymous submissions will not be considered and will be securely destroyed.

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.

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.

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 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 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.

You can submit a subject access request (SAR) using our online form. In some circumstances we may not be able to comply fully with your subject rights provisions to the extent required to avoid an infringement of the privileges of the States Assembly.

Complaints

If you have an enquiry or concern regarding the States of Jersey processing your personal data you can:

  • call +44 (0) 1534 41020
  • write to the States Greffe, Morier House, Halkett Place, St Helier, Jersey, JE1 1DD

Or alternatively:
  • 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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