Privacy notice

This privacy notice explains what information Cabinet Office collects and what that information is used for.

Cabinet Office is a data controller for the purposes of the Data Protection Act 2018 and the Data Protection (Application of GDPR) Order 2018 and the Data Protection (Application of LED) Order 2018, together with any regulations made under them (Manx Data Protection Legislation).

This Privacy Notice applies to the Isle of Man Government Cabinet Office.

When you use an Isle of Man Government Cabinet Office service we may ask you to share personal information with us.

When we collect your personal information we will:

Only collect what we need and no more
Keep your information secure
Tell you how we will use your information
Delete your information when it is no longer needed
Only process your information in line with rules set out in Manx Data Protection legislation.

This Privacy Notice defines what happens when you give personal information to the Cabinet Office and will explain:

What information is collected and why
Who is collecting it
How it is collected
Why it is being collected
How it will be used
How long it will be kept
Who it will be shared with
How your information will be kept secure

If you have any questions or comments on this Privacy Notice please email the Cabinet Office Data Protection Officer.

Contact the Data Protection Officer for the Cabinet Office:

Email: DPO-CabOff@gov.im

Phone: +44 1624 686779

DPO, Cabinet Office
Government Office
Buck's Road
Douglas
IM1 3PN
Isle of Man

The Cabinet Office plays a central role in the Isle of Man Government and comprises:

Office of Human Resources (OHR)
Executive Office
Government Technology Services (GTS)
Crown and External Relations
Policy and Strategy
Change and Reform
Planning Policy
Anti-Money Laundering and Combatting the Financing of Terrorism (AML/CFT) Policy Office

How and why we ask you to share your personal information

We collect and process information, including personal information, to provide effective and efficient services.

We use your personal data in line with the rules set out in the Manx Data Protection Legislation for the following reasons:

Access to and provision of support for Government IT systems and services, including internal IT systems, websites and Online Services
Public sector employment applications and human resources functions
Administration of corporate complaints

Office of Human Resources
Use:	As part of any recruitment process, the Office of Human Resources (OHR) collects and processes personal data relating to job applicants. OHR collects and processes personal data relating its employees to manage the employment relationship. OHR is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Data collected:	OHR collects and processes a range of information about you during the recruitment process and throughout the lifecycle of employment. This includes: your name, address and contact details, including email address and telephone number, date of birth and gender details of your qualifications, skills, experience and employment history details of your professional registration information about your current level of remuneration, including benefit entitlements whether or not you have a disability for which OHR needs to make reasonable adjustments during the recruitment process information about your entitlement to work in the Isle of Man the terms and conditions of your employment details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with OHR information about your remuneration, including entitlement to benefits such as pensions or insurance cover details of your bank account and national insurance number information about your marital status, next of kin, dependents and emergency contacts information about your nationality and entitlement to work in the Isle of Man information about your criminal record details of your schedule (days of work and working hours) and attendance at work; details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence information about medical or health conditions, including whether or not you have a disability for which OHR needs to make reasonable adjustments and equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief
Retention period:	Prior to 27.04.2018 our retention periods were based upon differing criteria and as such we may hold historic data for longer than the periods set out in this notice. If you have any queries about the data we hold about you, please contact our DPO at DPO-CabOff@gov.im Job Applications: Unsuccessful applicants - 12 months from date of decision Job Applications: Successful applicants - 12 months from date of decision. Information pertinent to the ongoing employment relationship will be transferred to the employees personnel file Pre-employment: Unsuccessful candidates - 12 months from date of decision Pre-employment: Successful candidates – 6.5 years from last day of service Pre-employment: Work Permit - successful candidates - 12 months from date employee became an IoM worker Employment Records: Personal Details – 6.5 years from last day of service Employment Records: Personal Information - 12 months from last day of service Employment Records: Personnel file – 6.5 years from last day of service Disciplinary/Fairness at Work/Capability/Grievance Records (unproven and insufficient evidence to support): 12 months from date of decision Pay Records: Pay – 13 years from financial year end Pay Records: Pension - 12 years from the date benefit ceases Equal Opportunities: 6 years from last day of service General Correspondence: 0 months - 12 months Health Records: 6.5 years from last day of service Employment Records: Temporary Injury Allowance (refused), PSPA appeal outcome (refused): 12 months from date of decision H&S: Accident books, accident records/report/Young Adult: 3.5 years / until that person reaches the age of 21 from date of the last entry H&S: Accident Records – 3.5 years from date of the last entry H&S: Medical Records and details of biological tests under the Control of Lead at Work Regulations. Medical Records as specified by the Control of Substances Hazardous to Health Regulations 1999 & 2002 (COSHH) – 40.5 years from date of the last entry H&S: Medical Records under the Control of Asbestos at Work Regulations: medical records containing details of employees exposed to asbestos and medical examination certificates: Medical Records – 40.5 years from date of last entry / Medical Certificates 4 years from date of issue H&S: Medical Records under the Ionising Radiations Regulations 1999 - Until the person reaches 75 years of age, but in any event at least 50.5 years from date of the last entry

Our legal basis for processing your information

We will only process your personal information if there is a legal reason for us to do so. We may rely on:

your consent – if we rely on your consent to process your information you may withdraw your consent at any time by contacting the Data Protection Officer for the relevant part of government
the need to meet a legal obligation in carrying out statutory government functions
the need to meet a request you have made for information or a service
the need to prevent or investigate suspected or actual violations of law
the need to protect public interest
the need to retain information for historical or archiving purposes by the Public Record Office under the Public Records Act 1999 – more information on retention is available from the Public Record Office

Types of information we collect about you

Depending on how you interact with us we may process different information about you. Below you will find an overview of the categories of information that we may collect.

Information you provide to us directly

Category of information	Examples of that type of information
Personal details	Name, email address, telephone number, address
Account login information	Login ID, password, or security questions
Employment details	Past, current and prospective employers, amounts paid, pension scheme details
Financial information	Invoice number, amount, and financial documentatio
Government identifiers	Driving licence number, National Insurance number
Other information	Feedback, comments, complaints, enquiries
Personal identification information	Title, data of birth, nationality, gender
Education and training details	Academic qualifications, training courses undertaken or to be undertaken, CPD details
Family, lifestyle and social circumstances	Dependents, marital status, next of kin and contact details

We will only process special categories of information where we have obtained your explicit consent or are otherwise lawfully permitted to do so. This may include:

Information about racial or ethnic origin
Political opinions
Religious or philosophical
Genetic data, biometric data
Criminal proceedings, outcomes and sentences
Details of Civil, Family and Tribunal cases
Offences (including alleged offences

Information we collect automatically

When you visit or use our website we may collect information sent to us by your computer, mobile phone, or other device. For example we may collect:

Category of information	Examples of that type of information
Device information	Hardware model, operating system version, IP address
Log information	Time and duration of visit
Other information	Links you click, location
Tracking information	When you visit this site we use cookies that do not collect any personal information. Read more about how we use Cookies

How long do we keep your personal information

We will only keep your information for the minimum time necessary.

This may be to:

Respond to an enquiry from you
Continue to give you access to a service you have requested that is provided by another Department, Board or Office
Confirm the transfer of information to the Department, Office or Board providing a service you have requested
Meet Isle of Man Government Financial Regulations
Meet statutory requirements
To analyse the use and quality of our services and to make improvement

Records are only retained for longer term periods if their retention can be justified for statutory, regulatory, legal or security reasons or for their historic value.

How do we keep your personal information secure

The security and confidentiality of your information is very important to us.

We will ensure that:

Safeguards are in place to make sure personal information is kept securely
Only authorised staff are able to view your information
Maintain security of the systems which hold personal information in line with ISO27001 standard
We comply with the requirements of the PCI Security Standards Council

We may share your information:

With or between other Government Departments, Boards and Offices to provide a service or information you have requested, where there are arrangements in place to do so
The police or law enforcement agencies where there is a legal requirement to do so
The courts on production of a valid court order

We will not sell to, or share, your personal information with other companies, organisations or individuals.

Individual Departments may share your personal information with other companies, organisations or individuals where there is a legal requirement to do so.

Your personal information will not be disclosed to any third party without your prior consent or where required to do so by law.

Your rights

To ask if we hold personal information about you

You can ask to see what information we hold about you by submitting a ‘Subject Access Request’ to the Cabinet Office Data Protection Officer.

You can review your personal information and ensure it is accurate

Where possible we will provide you with access to the information we hold about you so that you can view this information and provide a means for you to have this information changed if it is not accurate.

Alternatively you can ask for the information we hold about you to be changed by making a request to the Cabinet Office Data Protection Officer.

To remove your personal information

In certain circumstances you can ask for your information to be deleted. Please note that as part of the Isle of Man Government statutory functions some information may need to be retained.

You can request this by contacting the Cabinet Office Data Protection Officer.

To make a complaint

If you are unhappy with the way we deal with your personal information you can submit a complaint to the Cabinet Office Data Protection Officer who will work with you to resolve any issues.

Email address: DPO-CabOff@gov.im

Telephone: +44 1624 686779

DPO, Cabinet Office
Government Office
Buck's Road
Douglas
Isle of Man
IM1 3PN

The Isle of Man’s Information Commissioner is the independent supervisory body responsible for upholding the public's information rights and promoting and enforcing compliance with the Island's information rights legislation.

You have the right to request the Information Commissioner to undertake an assessment as to whether the processing of your personal data has been carried out in accordance with the provisions of the Manx Data Protection Legislation.

Will this privacy notice change

This Privacy Notice may change. We will not reduce your rights under this Privacy Notice without your consent. If any significant change is made to this Privacy Notice we will provide a prominent notice on this website so that you can review the updated Privacy Notice.

This Privacy Notice may be replaced, or more information added, when you send feedback, ask to use a service online or make a payment for a service through our website.

This privacy notice was last updated in July 2018.

How to request your personal information

Under the Data Protection Act 2018 you have a right of access to your personal data and to check the accuracy of that data by making a Subject Access Request.

A subject access request is made by contacting the Data Protection Officer (DPO) of the Department, Office or Board that collects the information.

To make a request of the DPO for the Cabinet Office contact:

DPO, Cabinet Office
Government Office
Buck's Road
Douglas
Isle of Man
IM1 3PN

Email: DPO-CabOff@gov.im
Phone: +44 1624 686779

Subject access requests must be responded to promptly and in any event within a maximum of 1 month.

The Information Commissioner is the independent authority responsible for upholding the public's information rights and promoting and enforcing compliance with the Island's information rights legislation. Further information can be found on the Information Commissioner's website.

In this section

Contacts

Data Protection Officer - Cabinet Office

DPO-CabOff@gov.im

+44 1624 686779

Government Office
Buck's Road
Douglas
IM1 3PN