Customer and Local Services (CLS) is registered as a 'Controller' under the Data Protection (Jersey) Law 2018 (the “Data Protection Law”) (Registration No 61749).
This Privacy notice is for the People Directory. The People Directory is the Government of Jersey's central repository that holds core and commonly processed data for all residents and non-residents who interact with the Government of Jersey as an individual. It is controlled by Customer and Local Services.
Government Departments, process and hold your information in order to provide public services and meet statutory obligations. The People Directory supports this data processing and this notice explains in more detail how we process your personal data held in People Directory.
For information on how Government uses your personal data for other services, please see
States of Jersey privacy policies.
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.
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How we collect information about you
People Directory is updated via the following routes:
- when you use Government of Jersey online services to update your contact details
- automatically via CLS systems to update existing records or create new records in relation to residency, for example arrivals, births and deaths
- updates from other Government departments
Types of information we collect
The following information is held on People Directory:
- mandatory personal details – title, full name, gender, date of birth, date of death
- optional Personal details- marital status, nationality, place of birth
- contact details – residential / home address, home phone number, mobile phone number, email address
- other – control of housing and work regulation residential and employment status categories, conditions and expiry date
- technical metadata – IP Addresses, usage data on software and systems
- departmental cross references – departmental specific unique references for example Social Security Number (SSN) for CLS, Tax Identification Number (TIN) for Revenue Jersey
- digital ID cross references – YOTI and JerseyMe, optional services
How we will use the information about you
We need to collect and hold personal data about you in order to carry out public functions. The data held in the People Directory is used to support other Government departments in:
- populating their new and developing databases
- providing regular updates to their databases to keep their records accurate and current
We have set out in further detail below on why we use your personal data.
Purpose
| Legal basis
| Data used
|
|---|
| Direct two-way link between People Directory and CLS Populus database | Register of names and addresses (Jersey) Law 2012. | Personal details: title, full name, gender, date of birth, date of death, place of birth, nationality, marital status.
Contact details: address, home phone number, mobile phone number, email address. Other: Control of Housing and Work regulation Residential and Employment status categories, conditions and expiry date. Social Security Number (SSN). |
| Using an approved Digital ID to access one.gov via matching with People Directory | Data Protection (Jersey) Law 2018 Schedule 2, para 4b. Public Functions: the processing is necessary for the exercise of any function of Crown, the States or any public authority. | Personal data for matching name, date of birth, residential address, SSN. |
| Sharing from Revenue Jersey to update Personal Tax Identification Number (TIN) held in the People Directory | Revenue Administration (Jersey) Law 2019. Article 8 (3) (e).
Income Tax (Jersey) Law 1961, Article 16(1). Data Protection (Jersey) Law 2018 Schedule 2, para 4b. Public Functions: the processing is necessary for the exercise of any function of Crown, the States or any public authority. | Personal data for matching full name, date of birth, SSN, TIN. |
| Sharing to Affordable Housing Gateway | Data Protection (Jersey) Law 2018 Schedule 2, para 4b. Public Functions: the processing is necessary for the exercise of any function of Crown, the States or any public authority. | Personal details: title, full name, gender, date of birth, date of death, marital status.
Contact details: address, home phone number, mobile phone number; email address. Other: Control of Housing and Work regulation Residential and employment status category. SSN. |
| Sharing to Housing Support System | Data Protection (Jersey) Law 2018 Schedule 2, para 4b. Public Functions: the processing is necessary for the exercise of any function of Crown, the States or any public authority. | Personal details: title, full name, gender, date of birth, date of death, marital status.
Contact details: address, home phone number, mobile Phone number; Email address. Other: Control of Housing and Work regulation Residential and employment status category. SSN. |
| Sharing to Revenue Jersey to allow Revenue Jersey to contact customers re completion of online tax return | Revenue Administration (Jersey) Law 2019. Article 8 (3) (e).
Income Tax (Jersey) Law 1961, Article 16(1). | Email address and TIN, only for customers who have a Digital ID cross reference in People Directory. |
| Sharing to the Health and Community Services to update the Jersey Health Care Index | Data Protection (Jersey) Law 2018 Schedule 2, para 4b
Public functions: and Schedule 2 Part 2 ‘Medical Purposes’ | Personal data for matching name, date of birth, residential address, SSN. |
Sharing ‘Update your contact details’ information from the online form via People Directory automatically to:
- Customer and Local Services (Social Security, Revenue Jersey and Population Office)
- Government funded and participating schools (if you have a child under 16)
- Health and Community Services, including the Hospital
| Control of Housing and Work (Jersey) Law 2012.
Register of Names and Addresses (Jersey) Law 2012.
| Personal details: full name. Contact details: Address, home phone number, mobile phone number, email address. |
Sharing ‘Update your contact details’ information from the online form via People Directory for optional services to:
- Active Gyms
- Driver and Vehicle Standards (vehicle registration)
- Jersey Library
- Pensions team for Government employees
- Participating GP Surgeries Control of Housing and Work (Jersey) Law 2012
| Consent.
|
Who we may share your personal information with
Other controllers
Where the law allows or we have your consent, we may pass some of your personal data to other Government of Jersey Departments or the following organisations:
- the Government’s Data Protection Officer
- the Jersey Office of the Information Commissioner
- States of Jersey Police
- other public authorities
Examples of this include but are not limited to:
- where the disclosure is necessary for the prevention and / or detection of crime
- for national security
- for meeting statutory obligations
- or to prevent risk of harm to an individual
Service providers
Your personal data may be processed on our behalf by certain third parties who provide services to us, so that they can provide those services. We have 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 have access to your personal data in order to provide us with a service are:
- email and data storage providers such as Microsoft
- IT support or security service providers such as Prosperity 24/7 who are contracted to the Government of Jersey
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
There is no publication of your personal information. Aggregated and performance data is generated in order to assess data quality and inform decision making. These reports do not contain any personal information.
How long we store the information about you
Information on the People Directory is held indefinitely and this includes version histories for example your changes to address.
Information travelling to and from People Directory is via an integration layer (a tool for bringing data together and allowing systems to communicate with each other) where it is held for 30 days before deletion.
Data transferred to other Government department’s systems we be held there in line with their own Retention schedules.
Where we store the information about you
The People Directory is hosted by Prosperity 24/7 who are contracted by the Government of Jersey to provide IT services. The environment is cloud based (Azure) and hosted within the EEA.
If in the unlikely event we are required to transfer your personal data outside of the EEA, we shall only do this with the necessary safeguards in place and where it complies with the Data Protection Law.
Statutory or contractual obligations to provide personal data
You are obliged to keep your name and address details updated under:
We are required by the “Data Protection Law” to keep our records up to date:
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.
Contact details and complaints
If you have an enquiry or concern regarding the Government of Jersey processing your personal data you can:
You can also complain about the way your information is being used to the Information Commissioner by:
Changes to this privacy 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 22 May 2024.
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