Privacy Policy

Digital Jersey Limited, trading as Digital Jersey, referred to as ‘DJ’, ‘we’ or ‘our’ is committed to protecting the privacy and security of your personal information.

This Privacy Notice describes how we collect and use personal information about you during and after your relationship with us pursuant to the Data Protection (Jersey) Law 2018 (“DPJL”).

DJ is a “Data Controller, ” meaning we are responsible for deciding how we hold and use personal information. We are also registered with the Jersey Office of the Information Commissioner (“JOIC”) – Registration No. 58252.

We will comply with data protection law, the principles of which says that the personal information we hold about you must be: –

• Used lawfully, fairly and transparently.
• Collected only for valid purposes that we have clearly explained to you and not used in any way incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept your data only as long as necessary for the purposes we collected it.
• Kept securely.

DJ is accountable to you and the authorities for demonstrating compliance with (“DPJL”).

The Data Protection Manager (“DPM”)

We have appointed a DPM to oversee compliance with this Privacy Notice.

If you have any questions about this Privacy Notice or how we handle your personal information, contact the DPM at [email protected].

You have the right to complain to the JOIC at any time.

Contact details for these are outlined at the bottom of this Privacy Notice.

The Kind of Information We Hold About You

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

To explain this, we will list our different services when we collect or use additional information about you.

How Is Your Personal Information Collected?

We collect personal information about you when you contact us, engage us to provide a service or provide us with your data for another specific purpose.

What information do we collect about you?

• Name
• Title
• Address
• Business sector
• Telephone number
• Email address
• Signature
• Business contact details

What Special Category Data do we collect about you?

DJ does not collect Special Category data from members or users of their facilities unless it forms part of the work you have specifically engaged us to do. If that is the case, we will explain our legal basis for processing your data and your rights to withdraw consent if that is the legal basis used at the time.

How We Will Use Information About You?

We will only use your personal information when the law allows us to.

Most commonly, we will use your personal information in the following circumstances:

• You have entered a Contract with us to provide you with a service; an example would be when you have engaged DJ to work on a specific project.
• We need to comply with a Legal Obligation; an example would be when we must comply with the legal requirements of the work licensing application process we assist businesses with.
• Where it is necessary for our Legitimate Interests (or those of a third party), your interests and fundamental rights do not override those interests. An example is when, as a member or user of our services, we contact you about a new service or project that you would be interested in or that we believe you would expect to receive from us.

We may also use your personal information in the following situations,

• You have consented to us to contact you for a specific purpose, such as subscribing to receive our newsletter or marketing material.
• In an emergency, it is in your Vital Interest to share your information when we have it recorded; an example would be if there was an incident at the Hub or one of our events, and we had to provide emergency services with the personal data of people on the site.

Change of purpose

We will only use your personal information for the purposes we collected it unless we reasonably consider that we need to use it for another reason. That reason is compatible with the original purpose.

If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.

Data Sharing

We do not pass on information gained from your engagement with us without a clear legal basis. However, we may disclose your Personal Information to meet legal obligations, regulations, or valid governmental requests.

We use certain third parties, or Processors, to provide or support our services. We have appropriate agreements with those processors to ensure the safety of your information. For information on these processors, please see the table below. We do not share your information with any processors for direct marketing purposes.

The current data processors used by DJ are as follows:

Processors are other organisations/services carefully chosen by DJ to process your information correctly and securely. In the case of organisations outside of Jersey, the United Kingdom and the European Economic Area (EEA);

(a) we have prior written instructions for the transfer or

(b) we have entered into specific contractual terms with them to ensure that they treat your personal data in a way equivalent to what they would be required if they were established in Jersey.

We ensure that your privacy rights are respected in line with this notice and the same protection is given to your data as laid down by the DPJL.

Marketing

Digital Jersey is the ambassador of the innovation and technological development sector in Jersey, and we want to tell everyone about what is happening. There are unique, creative people and companies in Jersey doing amazing things with technology every day, from intelligent fields to laser tagging Asian Hornets so we can locate their nests.

So, how do we let you know about all of this stuff? If you are a Digital Jersey, Hub, Xchange or Academy member, we will use Legitimate Interest to send you our newsletter and other cool stuff to let you know what is happening. We will always place an ‘Unsubscribe’ button on our digital communications.

If you have nothing to do with Digital Jersey but want to know what is going on with the digital revolution in Jersey, subscribe to our website and consent to send you this information. Again, use the Unsubscribe when you want this to stop.

You can also contact us or our DPM to withdraw consent anytime.

Some of our website pages will auto-direct to other websites like Award Force. This is a platform we use to receive nominations for our Digital TechAwards. When you register on this platform, they ask you for your preference for receiving notifications. These notifications are from us at Digital Jersey, not them.

Images and Video

During events organised by Digital Jersey or held at one of the Digital Jersey premises, we will, from time to time, take photographs or video the events, presentations, or training sessions to showcase them in our newsletter or to use as marketing materials for future events. Legitimate Interest is the legal basis for processing personal data in images or videos.

Where possible, an announcement will be made before each event, presentation, or training session informing the attendees of the photographs and/or video and a ‘safe area’ where their facial image will not be captured. Making these announcements at all events, presentations, or training sessions may not be possible.

Data Security

We have implemented appropriate security measures to prevent your personal information from being accidentally lost, altered, disclosed, or accessed unauthorised. In addition, we limit access to your personal information to those Staff, Agents, Contractors and other third parties on a need-to-know basis.

They will only process your personal information on our strict instructions and are subject to a duty of confidentiality.

Details of these measures may be obtained from our DPM.

We have put in place procedures to deal with any suspected data security breach and notify you and any applicable regulator of a suspected breach where we are legally required.

Data Retention

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including to satisfy any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data and the potential risk of harm from unauthorised use or disclosure of your data. The purposes for which we process your data and whether we can achieve those purposes through other means and the applicable legal requirements.

You can request our Data Retention Schedule from our DPM if required.

In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Rights of Access, Correction, Erasure, and Restriction

The personal information we hold about you must be accurate and current. Please keep us informed if your information changes during your relationship with us.

Under certain circumstances, by law, you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This right enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This right enables you to have any incomplete or inaccurate data we hold about you corrected.
• Request erasure of your personal information. This right enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing your personal information where we rely on a legitimate interest (or those of a third party). Something about your situation makes you want to object to processing on this ground. You also have the right to object to processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This right enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request the erasure of your personal information, object to the processing or request that we transfer a copy of your personal information to another party, contact our DPM at [email protected].

You will not have to pay a fee to access your personal information (or exercise any other rights). However, we may charge a reasonable fee if your access request is unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

How to request your information and what we may need from you

You can use the Data Subject Access Request form on our Cookie Banner. You can click here and complete our online form or make your request verbally over the telephone to one of our team, whatever way you feel more comfortable with it.

If you have questions about this process or your rights, contact our DPM at [email protected].

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or exercise any of your other rights).

We will respond to your request without undue delay, but certainly within Four Weeks after satisfactory identity verification. In some circumstances, we can apply an eight-week extension to this time frame when the request is complex and cannot be answered within four weeks. If this is to happen, we will inform you as soon as possible.

Right to Withdraw Consent

In the limited circumstances where you may have provided your consent to collect, process and transfer your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time.

To withdraw your consent, contact our DPM at [email protected].

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to unless we have another legitimate basis for doing so in law.

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.

We may also notify you in other ways from time to time about processing your personal information or requesting you to confirm the accuracy of the information we hold on you.

Complaints

We want to resolve any complaints you have about how we process your information. You have the right to complain to the JOIC about how we have used your data.

The details for each of these contacts are:

Digital Jersey Limited
Forum 3, Grenville Street, St Helier, Jersey JE2 4UF
Email: [email protected].

Jersey Office of the Information Commissioner
2^nd Floor, 5 Castle Street, St Helier, Jersey JE2 3BT
Telephone +44 (0) 1534 716530 or email [email protected]