States Greffe Department Privacy Notice (Fair Processing Notice)
The Department is registered as a 'Controller' under the Data Protection (Jersey) Law 2018 as we collect and process personal information about you. We process and hold your information in order to provide public services and to meet both our statutory obligations and those arising from proceedings of the States Assembly. This notice explains how we use and share your information. Information may be collected on a paper or online form, by telephone, email, or by a member of our staff. 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
The States Greffe is the administrative service for the States Assembly and supports the work of the Assembly, its Committees and Panels and elected States Members when acting in an independent capacity. Furthermore, we provide administrative and executive support for certain independent bodies; and we provide a specialist secretariat service to Government bodies. You may interact with us through one or more of these services that we provide. In doing so, we may collect the following types of information about you:
- your name
- your address
- your telephone number
- your email address
- your interactions with Scrutiny Panels and the Public Accounts Committee, including review submissions, topic proposals or questions
- enquiries and relevant information you have consented to share with the Constituency Support Team
- your responses to public consultations
- your engagement with campaigns, competitions and surveys run by the Digital and Public Engagement Section
- complaints you submit under the Administrative Decisions Review (Jersey) Law 1982
- your feedback and queries
Why do we collect information about you?
We need to collect and hold information about you, in order to:
- stay in touch with you
- allow you to contribute to Scrutiny and Public Accounts Committee reviews and other consultations we may publish
- assist States Members in addressing your enquires through the Constituency Support Service
- investigate complaints you submit under the Administrative Decisions Review (Jersey) Law
- record your attendance before a Committee or Panel of the States Assembly
- answer your queries
- use your feedback both to improve our services and to inform the work of the States Assembly and the Privileges and Procedures Committee
How we use the information about you
We will use the information you provide in a manner that conforms to the Data Protection (Jersey) Law 2018.
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.
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 not pass any personal data on to anyone outside of the States of Jersey, other than those who either process information on our behalf, or because of a legal requirement, and 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 process your information overseas using web services that are hosted outside the European Economic Area.
Data sharing
We may need to pass your information to other States of Jersey (SOJ) departments (including Government departments), to professional advisors that have been engaged for a specific Scrutiny or Public Accounts Committee review, to members of the States of Jersey Complaints Board if we are investigating a complaint on your behalf. Additionally, the Constituency Support Team may share your information with other SOJ departments or third parties, with your consent, to assist in resolving your enquires. 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 may disclose information to other departments where it is necessary, either 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.
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 publish your information on our website for the following reasons:
- where you have responded to a public consultation
- where you have interacted with a Scrutiny Panel or the Public Accounts Committee
- where you have appeared before a Committee or Panel of the States Assembly
- where the Privileges and Procedures Committee, on behalf of the States of Jersey Complaints Board, has presented a report to the States Assembly on your complaint (if a Complaints Board Hearing contains personal information about you, your name will be anonymised)
If you wish your name not to be included when we publish your submissions, responses, questions or topic suggestions, please let us know at the time of your submission. In accordance with the Code of Practice for Scrutiny Panels and the Public Accounts Committee (PAC), anonymous submissions will not be considered and will be securely destroyed.
Emails
If you email us we may keep a record of your email address and a copy of the email 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 to a minimum or use our secure online services where possible or correspond with us by post.
We will not share your email address or your email contents 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.
Telephone calls
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.
Your rights
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 or for the purpose of States Assembly functions.
You can withdraw your consent to the processing of your information.
In the 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 or for the purpose of States Assembly functions.
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 can 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 in 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 or for the purpose of States Assembly functions.
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.
You can submit a subject access request (SAR) using our online form. In some circumstances we may not be able to comply fully with your subject rights provisions to the extent required to avoid an infringement of the privileges of the States Assembly.
Complaints
If you have an enquiry or concern regarding the States of Jersey processing your personal data you can contact us at statesgreffe@gov.je or on 01534 441020.
If you have a concern which you wish to register externally to the department, 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.