Data sharing agreement to allow confirmation of Income Support benefits paid to households participating in the Income Distribution Survey.

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A decision made (29/05/2009) regarding: Data sharing agreement to allow confirmation of Income Support benefits paid to households participating in the Income Distribution Survey.

Decision Reference: MD-S-2009-0019
Decision Summary Title :	Income Distribution Survey		Date of Decision Summary:	5 May 2009
Decision Summary Author:	Sue Duhamel, Policy and Strategy Director		Decision Summary: Public or Exempt?	Public
Type of Report: Oral or Written?	Written		Person Giving Oral Report:	N/A
Written Report Title :	Data Sharing Agreement with States Statistics Unit – Income Distribution Survey		Date of Written Report:	5 May 2009
Written Report Author:	Janice Waddell, Compliance and Governance Director		Written Report : Public or Exempt?	Public
Subject: Data sharing agreement to allow confirmation of Income Support benefits paid to households participating in the Income Distribution Survey.
Decision(s): The Minister decided to sign a data sharing agreement providing for the exchange of information in respect of Income Support benefit payments paid to households participating in the Income Distribution Survey undertaken by the States Statistics Unit.
Reason(s) for Decision: The States Statistics Unit is undertaking an Income Distribution Survey. In order to gather accurate information regarding the level of Income Support benefit payments, survey participants will be given the option of authorising the Statistics Unit to collect this information directly from the Social Security Department, subject to the terms of the data sharing agreement. There will be no exchange of data between the two departments without the specific authorisation of the claimant.
Resource Implications: There are no financial or manpower implications for the Social Security Department.
Action required: The Minister for Social Security to sign a Data Sharing Agreement with the Chief Minister in respect of the restricted sharing of relevant information.
Signature:		Position:
Date Signed:		Date of Decision (If different from Date Signed):

Data sharing agreement to allow confirmation of Income Support benefits paid to households participating in the Income Distribution Survey.

Data Sharing Agreement

Between

The Statistics Unit

and

The Social Security Department

in respect of

the sharing of information for statistical purposes

Parties to the agreement:

The States of Jersey Statistics Unit

Cyril Le Marquand House

PO Box 140

The Parade, St. Helier

JE4 8QT

And

The States of Jersey Social Security Department.

Social Security Department

P O Box 55

Philip Le Feuvre House

La Motte Street

St Helier JE4 8PE

Aim of this agreement

The aim of the agreement is to allow the Statistics Unit to validate the financial amounts of social security benefits paid to households and individuals for the purpose of conducting a valid Household Expenditure Survey in Jersey.

Opportunity is given to the claimant to allow the Statistics Unit to verify details with the Social Security Department in order to improve the accuracy of data captured.

It also ensures such data sharing will be carried out in accordance with the requirements of the Data Protection (Jersey) Law 2005, specifically Schedule 2, paragraph 6, for the sole purpose of gathering statistical information, which may be used for future policy decision-making, including benefits.

The Statistics Unit

The Statistics Unit regularly undertakes Income Distribution and Household Expenditure Surveys. In 2009/10, the Statistics Unit is combining these into one Household Spending and Income (HSI) Survey. The survey will provide a detailed look into the spending and income of Jersey residents and how this varies by different household type like size, income, tenure and employment status.

The data collected by this survey underpins many of the official statistics produced by the Statistics unit, as well as being an important data source for analysis in its own right. For example, it ensures the Retail Prices Index (RPI remains accurate and relevant to what people in Jersey spend their money on. It is used to estimate total consumer spending (“expenditure”) - a major element in measuring the size of the whole Jersey economy. Analysis of income distribution allows monitoring of current measures in place to help vulnerable or low income households, as well as modelling effects of changes.

The information received by the Statistics Unit regarding household income and expenditure during the course of the survey is treated as strictly confidential and is not shared with anyone or any department outside of the Unit. Information is only used to provide aggregate statistics, and no person or household will be identifiable in the results.

Data to be shared:

Where there is a lack of clarity regarding the information regarding the income support award and benefits paid to an Income Support claimant(s), the Statistics Unit may contact the Social Security Department, with the consent of the data subject(s) (obtained via the application form), to verify financial details. Data to be shared is:

Social Security number
Details of Income Support claim
- Total award and period of payment
- Amount of transition payment
- Amount paid directly to landlord (if any)
- Amount paid directly to HMA fund (if any)
- Amount paid directly to childcare provider (if any)
Financial amount of other benefits received by Income Support recipients in the last 12 months

Only personal data (as defined by the Data Protection (Jersey) Law 2005) will be shared. The sharing of sensitive personal data, such as health data, forms no part of this agreement.

Transfer of Data:

Data will be communicated by email, through the secure States network, between authorised, nominated persons only.

The Statistics Unit will provide the relevant social security numbers and social security will provide appropriate financial details.

Responsible persons

The data will only be shared between nominated persons of either party.

For The Statistics Unit:

Sarah Davis – Statistical Officer

Kim Guegan – Assistant Statistician

For The Social Security Department:

Karen De Gouveia - Income Support Team Leader

Maureen Pallot – Benefits Manager

Security of data and confidentiality

Neither party will use the information for any purpose other than the purpose stated in this agreement. Personal data relating to claimants will not be disclosed to any other party other than with the individual’s consent or with appropriate authorisation from the relevant data controller.

The Statistics Unit will retain only such data as is required to produce statistical data.

Consent

The Statistics Unit obtains consent to contact the Social Security Department through the completion of a consent form. The consent form will include signed permission from every member (aged 16 years or over) in the Income Support unit, and will be held by the Statistics Unit for 2 years. The Social Security Department will accept that the Statistics Unit has received consent, but will add a comment to the claimant’s Social Security record to this effect whenever a query is answered. The Statistics Unit will provide a copy of the consent if required.

Access of data

Either party will assist the other in the execution of any requests for information from individuals, as if the request were made to them directly.

Review Arrangements

This agreement will be reviewed prior to the commencement of the next survey.

Approved By: ………………………………

For the Statistics Unit

Date:………………………………………….

Approved By: ……………………………….

For the Social Security Department

Date: …………………………………………

Protocol Drafted	May 2009	J Waddell Compliance & Governance Director Social Security Department

Protocol Reviews	Date	Reviewed By