The Strategic Policy, Planning and Performance Department is registered as a ‘Controller’ under the Data Protection (Jersey) Law 2018 as we collect and process personal information about you. Our registration number is 67347. 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 an external organisation if attending organised events.
Information we will collect about you
Should you take part in the right sizing survey, we will not ask for personal information or data, but you may provide information which you think is relevant and helpful and which you are happy for us to view and use.
If someone else provides us with your information we may need to hold this as part of the survey. However please be aware if you are providing any information about a third party, please ensure they are happy for this data to be shared with us prior to doing so. Importantly, this survey is intended to be anonymous, and this should be considered before any personal information is provided.
Why do we collect information about you
We do not need to collect and hold personal information about you in order to fully consider your views for the survey. Anonymous information about your views and circumstances relating to right-sizing will be collected and used to inform policy development. Any publication of survey findings will not be identifiable to any specific respondent.
How will we use the information about you and who will we share your data with
Protecting your privacy and looking after your personal information is important to us. We work hard to make sure that we have the right policies, training and processes in place to protect our manual and electronic information systems from loss, corruption or misuse. Where necessary we use encryption, particularly if we are transferring information out of the department. Encryption means the information is made unreadable until it reaches its destination.
We will use the information you provide in a manner that conforms to the Data Protection (Jersey) Law 2018.
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 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.
Where necessary, we may disclose your information to other Government of Jersey departments or organisations, either to fulfil your request for a service 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. 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 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.
We may need to pass your information to other departments or organisations outside the Government of Jersey who either process information on our behalf, or because of a legal requirement. 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 share or process your information overseas. We do not use web services that are hosted outside the European Economic Area.
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
If you have submitted comments in regards to the survey we may need to publish some information this will be clear on the survey. Any personal information included in your consultation response will be redacted before publication.
E-mails or Post
If you choose to email or post us information we may keep a record of details including the email address, a copy of the email or letter for record keeping purposes.
For security reasons we will not include any confidential information about you in any email we may send to you.
We would also suggest that you keep the amount of confidential information you send to us via email or post to a minimum or only offering information we have requested.
We will not share your contact details 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.
Surveys
This survey will be undertaken online or over the telephone, using the method chosen by the respondent. In both cases, only information relating to the questions being asked should be provided, and this includes that no personal information is required.
Your rights
You can ask us to stop processing your information
You have the right to request that the Strategic Policy, Planning and Performance Department (on behalf of the Council of Ministers)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 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 is 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 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 ask to have your personal information erased
If you feel that personal data is no longer required for the original purpose. You can withdraw your consent, if you now object to your information being used. You cannot make this request if you are exercising a:
- freedom of expression
- a legal or official authority requirement
- a public health interest.
- data for archiving or research.
- or for the establishment, exercise or defense of legal claims.
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
You can complain to us about the way your information is
being used
Contact the Strategic Policy, Planning and Performance Department if you have an enquiry or concern regarding how we processes your personal data.
You can also complain to the Central Data Protection Unit about the way your information is being used.
You can also complain to the Office of the Information Commissioner about the way your information is being used.
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