This privacy notice covers the Standardised Diversity Monitoring which is delivered by the Public Policy Team within Strategic Policy, Planning and Performance.
The Strategic Policy, Planning and Performance Department is registered as a 'Controller' under the Data Protection (Jersey) Law 2018 (the “Data Protection Law”), as we determine the purpose and means of the processing of the personal information collected about you for this service.
As a Government Department, we generally process and hold your information in order to provide public services and meet our statutory obligations. This notice explains in more detail how we use and share your information in order to provide the service described above.
For information on how the Department uses you personal data for other services, please see the Government’s webpage States of Jersey privacy policies (gov.je).
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.
How we collect information about you
Information about you will, in most cases, be collected directly from you, by you completing our online surveys found on Government of Jersey - Citizen Space and Consultations (gov.je). This questionnaire is compliant with the Data Protection Law (Jersey) 2018. The information you provide will be used to produce anonymous statistics, which may be shared through internal and public reports. By completing this questionnaire, you are consenting for your data to be used to generate anonymous statistical reports on diversity in responses to government consultations.
Types of information we collect
The types of personal data collected will vary depending on what information you volunteer and the information we need in each circumstance. However, we have listed below the most common categories of information we may collect about you:
- age group, cultural and ethnic background, gender identity and disability (if applicable)
- technical metadata such as IP addresses
How we will use the information about you
We need to collect and hold information about you, in order to carry out the public functions of the Strategic Policy, Planning and Performance. Our legal basis for processing personal data in most cases is that it is necessary for the exercise of the Public Policy function of the States or any public authority (Schedule 2 para 4(c) of the Data Protection Law).
We have set out in further detail below why we use your personal data in each instance.
| Personal details such as age group, cultural and ethnic background, gender identity, and disability | To collect information on some of the protected characteristics under the Discrimination (Jersey) Law 2013 related to age group, sex, gender identity, cultural and ethnic identity and disability, part of the Council of Minister's Engagement and Information Improvement Action Plan.
| Public functions: The processing is necessary for the exercise of any function of Crown, the States or any public authority (Data Protection (Jersey) Law 2018, Schedule 2, paragraph 4b).
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| IP address | Collected by the survey tool used, will be deleted and redacted. | Public functions: The processing is necessary for the exercise of any function of Crown, the States or any public authority (Data Protection (Jersey) Law 2018, Schedule 2, paragraph 4b),
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Who we may share your Personal Information with?
Other Data Controllers
We may also disclose information to other public authorities 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; for national security purposes; for the purposes of meeting statutory obligations; or to prevent risk of harm to an individual, etc.
In some instances, this data sharing may require us to transfer your personal data outside Jersey and the EEA, however, we shall only do this with the necessary safeguards in place and where it is lawful because it is necessary and proportionate for the proper discharge of our statutory functions.
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 are:
- IT support as provided by Modernisation and Digital
- online Survey providers such as SmartSurvey and Citizen Space
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.
How long do we store the information about you?
We will keep your information accurate and up to date and not keep it for longer than is necessary in order to refine the standardised Diversity Monitoring process. Please ask to see our retention schedule for more detail about how long we retain your information.
Where do we store the information about you?
Government of Jersey systems store data in Jersey, the UK and the European Union. 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 in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Please see the gov.je privacy notice for details of the cookies used on gov.je websites.
Statutory or contractual obligations to provide personal data
You are not obliged by any law or contract to provide us with your personal data. However, 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 (how to delete, correct, restrict and move) for details of your rights under the Data Protection Law and how to exercise them.
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 Strategic Policy, Planning & Performance has 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 JOIC, so please contact us in the first instance.
Changes to this notice
We may, from time to time, revise this privacy 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 on 1 June 2023.
gov.je