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32
WQ.95/2020
WRITTEN QUESTION TO THE MINISTER FOR THE ENVIRONMENT
BY DEPUTY M.R. HIGGINS OF ST. HELIER
ANSWER TO BE TABLED ON TUESDAY 25th FEBRUARY 2020
Question
Will the Minister explain to members how Government officers supporting his portfolio and functions ensure that the working practices required to administer these functions are compliant with the Data Protection (Jersey) Law 2018, including specifically to ensure that records are accurate and up to date?
Answer
It should be noted that all departments are expected to follow the same rules regarding compliance with the Data Protection (Jersey) Law 2018 and general information can be found on the gov.je website.
The planning regulatory division of GHE commenced a programme to review all application forms to ensure they were GDPR compliant which began in April 2018.
In addition, privacy notices have to be published on gov.je which sets out how the Environment division of GHE handles personal data. There is a work stream in place that will break down the former Environment Department Privacy Notice into more detailed Notices for each section of GHE and move this under a GHE approach.
As part of this work, Data Sharing Agreements are being reviewed and there is an ongoing assessment as to whether any new Data Sharing Agreements are required.
Work is also underway to change registrations with the JOIC in line with the new Government structures.
Privacy Impact Assessments for various work streams within GHE are being undertaken as and when new processes or systems are introduced or where existing ones require amendment.
With regard to keeping information accurate and up to date, data housekeeping exercises have taken place in various areas, and are still on going. Sections of the Department have written to customer's whose contact information is held for the purposes of notifying them of events, law changes, etc to ask for consent to continue to hold their information and to provide details of any changes in their information.
Information held in legacy systems, such as planning and building systems, remains correct at the time of collection. The department is required under the Planning and Building Law to keep certain documents in perpetuity and these need to be maintained as they were at the time of collection for legal and historical Archive purposes.
Any data published is subject to proper redaction and held in line with privacy statements and certain information is required to be published under the law.