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 will use and share your information during the consultation period for the Carbon Neutral Roadmap.
For the purposes of this consultation, limited personal data will be collected via an online survey (plus paper versions), focus groups and written (email) submissions from organisations and businesses. The surveys will be anonymous and IP address data will not be collected. We will not be able to identify who has competed the survey and there is no obligation to complete it.
In the case of written submissions from businesses or organisations and request that submissions be sent to email@example.com. We will ensure no personal details (including email addresses) are published, however the contents of the contributions will be published and attributed to the business or organisation.
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.
Information we collect about you
Should you take part in the Carbon Neutral Roadmap Consultation we will collect the following types of information about you:
- your age (in bracketed groups)
- where you were born
- the parish you live in
- your gender
The opening of the consultation survey reminds respondents to not include any personal data in the free text boxes. Any personal information will be redacted before publication in the post consultation report.
In the case of written submissions, the following types of data will be collected:
- contact details such as name and email address (by default, though this will not be published)
Why we collect information about you
We need to collect and hold limited personal information about you in order to:
- seek views of islanders and other stakeholders on the development and design of the Island's Carbon Neutral Roadmap
- demonstrate that the consultation has reached a wide demographic by asking for the gender, age, place of birth and parish/location of the responders to the survey
This information will enable us to break the results down by category, allowing comparison of data which we can use to inform decisions about future campaigns and carbon reduction measures
How we use information about you
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
We may need to publish your information on our website for the following reasons:
- where we are required to provide statistical information about a group of people; although your data will not identifiable
- your responses within the consultation to support the design of the Carbon Neutral Roadmap (your responses will not include any personal data or be identifiable, except in the case of a written submission which will be identifiable to the organisation or business who has completed it)
Emails and post
If you choose to email or post us information we may keep a record of details including your 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 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.
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.
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 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 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.
If you have an enquiry or concern regarding the States of Jersey processing your personal data you can contact the Central Data Protection Unit.
You can also complain to the Jersey Office of the Information Commissioner about the way your information is being used.