Head Office privacy notice

​​This privacy notice covers the Head Office Services which sits within the Infrastructure and Environment (IE) department.

Infrastructure and Environment is registered as a Controller under the Data Protection (Jersey) Law 2018 (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 information relating to you, your personal data, in order to provide the service described above.

Find more information on how the Department uses your personal data for other services on the 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.

How we collect information about you

Your personal data will, in most cases, be collected directly from you. This may be done in any of the following ways:

• collected via the Customer Feedback Management System
  
• internally to IE, collected via eforms, Evotix Health and Safety system
  
• collected by you telephoning, mailing or emailing us directly
  
• for internal purposes only, when you register for an event or a training session delivered
  

In some cases, we may collect information about you from another Government of Jersey department or from the following third parties with which we interact in order to deliver our duties:

• Customer Feedback Management System (CFMS)​​
• Evotix​, Health and Safety management system 
• ​Connect People system, internal purposes only

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:

• contact details such as name, address, phone number, mobile phone number and email address
  
• organisation details such as name of your organisation, job title or role, responsibilities within organisation and start date with the department 
• preferences such as dietary requirements
  
• voluntary information, such as unsolicited information you may provide to us when you engage with us 
• detail of any accident incident or near miss, including first aid provision for injuries

How we will use the information about you

We need to collect and hold personal data about you, in order to carry out the public functions of the Head Office. Our legal basis for processing personal data in most cases is that it is necessary for the exercise of Head Office’s 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.  

who we may share your personal information with

Other data controllers

We may need to pass your personal data to other Government of Jersey Departments or the following organisations for the purposes stated above:

• States of the Jersey Police (SoJP)
• The Government’s Data Protection Officer
• The Jersey Office of the Information Commissioner
• Health and​ Safety Inspectorate 
• The Government Insurers
• Other directorates in IE and other Government of Jersey departments

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 or detection of crime
• for national security purposes
• for the purposes of meeting statutory obligations
• prevent risk of harm to an individual
  

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:

• email and data storage providers such as Microsoft
  
• IT support or security service providers such as CI Fire
  
• automated email providers such as DotDigital
  
• online Survey providers such as SmartSurvey or Microsoft
  

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 personal data accurate and up to date and not keep it for longer than is necessary in order to provide you with our services.

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 EU. 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.

In some instances, we may be required to transfer your personal data outside Jersey and the European Economic Area (EEA), if the recipient is located outside these jurisdictions. However, we shall only do this with the necessary safeguards in place and where it complies with the Data Protection Law. For details of the safeguards we rely on if we do this, contact the Department using the contact details below.

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. Find details of the cookies used on gov.je website in the gov.je privacy policy​.

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 for details of your rights under the Data Protection Law and how to exercise them.

Withdrawal of consent

Where we rely on you consent to process personal data, you can withdraw your consent by contacting the Data Governance Officer at DPIE@gov.je​.

Contact details

If you want to contact the Department in relation to this privacy notice email the Data Governance Officer at DPIE@gov.je​.

Complaints

If you have an enquiry or concern regarding processing your personal data you can contact the Central Data Protection Unit. 

If you want to make a complaint about how your personal data is processed, you can email the Government’s Data Protection Officer at DPO@gov.je.

If you believe that IE 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 contact the DPO 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.​